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Res No 182-11-13496RESOLUTION NO. 182-11-13496 A Resolution authorizing the City Manager to purchase ExecuTimeTM Time and Attendance Software and enter into the Purchase and Sales Agreement. WHEREAS, the City Commission is committed to improving employee efficiency and reducing the overall usage of paper throughout the City of South Miami; and WHEREAS, the use of computerized time and attendance software and time clocks will eliminate the need for paper -based time cards, leave applications, and related documents and will improve the accuracy of employee time- reporting and payroll calculations; and WHEREAS, the City Commission has previously purchased SunGard Public Sector One Solution Software and ExecuTimeTM is SunGuard's only Premier Solution Provider that supplies electronic payroll integration with the OneSolution System, designating this vendor as its sole source provider; WHEREAS, the City Commission also received and reviewed the proposals from three vendors offering similar software and determined that ExecutmeTM proposes to provide the software and services on the most cost - efficient basis; NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA, THAT: Sectionl: The City Manager is hereby authorized to purchase time and attendance software and equipment from ExecutmeTM and to enter into the Purchase and Sales Agreement for a total of $24,500.00, that are attached to this resolution, and other documents required to complete the purchase and installation transaction. The Purchase price shall be paid from Account No. 001 - 1330 -513 -3450. Section 2: This Resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this 1 st day of November; 2011. h;J kwrdffgFl 1 Approved- Commission Vote: 5 -0 Mayor Stoddard: Yea Vice Mayor Newman: Yea Commissioner Palmer: Yea Commissioner Beasley: Yea Commissioner Harris: Yea SOQTH tl4 $r A y F y� U South Miami hAd M1PAif� CITY OF SOUTH MIAMI ° qO OFFICE OF THE CITY MANAGER xao, INTER - OFFICE MEMORANDUM . To: The Honorable Mayor & Members of the City Commission Via: Hector Mirabile, Ph.D., City Manager From: LaTasha Niekle, Human Resources Director Date: October 26, 2611 Agenda Item No.:_ I Subject: ExecuTimeTM Software and Maintenance and CMI Time Management, LLC time clock purchase Request: Resolutions authorizing the City Manager to purchase ExecuTimeTM Time and Attendance Software and enter into the related Purchase and Sales Agreement and Software Support Agreement; and authorizing the City Manager to purchase biometric time clocks from CMI Time Management, LLC. Reason/Need: The City presently utilizes paper time cards and documents to record employee time and attendance, which requires the manual calculation of payroll. As proposed in the Human Resources Department's budget, the use of the new biometric time clocks and related software will reduce the amount of paper, consistent with the City's goal of becoming a paperless workplace, and will improve efficiency and accuracy in payroll management. The City began studying the possibility of purchasing this equipment and software Iast year. We have received and reviewed proposals from three companies offering similar products and services. The proposals are attached; all sales representatives have warranted that the pricing on the proposals presented are accurate and will be honored for a purchase at this time. Staff recommends the purchase of the ExecuTimeTM software and maintenance agreement. ExecutimeTM is the only premier solution provider of time and attendance software for SunGuard, the One Solution vendor. The City previously purchased and installed OneSolution. The two payroll functions of the products are capable of being launched together with minimal disruption. ExecuTimeTM is also the most cost - efficient proposal when compared with the comparable products. Staff further recommends the purchase of the biometric time clocks from CMI Time Management, Inc. The Genius clocks provided by CMI are the sole recommended time clocks for the ExecutimeTM system. We propose purchasing direct from the vendor as a more cost effective purchase option. Backup Documentation: u roposed resolutions V roposed contracts from ExecuTimeTM !�1 Sole source letter from SunGuardTM ❑ Proposal from CMI Time Management, LLC ❑ Sole source letter from ExecutimeTM Proposals from KronosTM and ADPTM SUNGAIRW PUBLIC SECT© R www.sungardps.com • 407 -304- 3235.800- 727.8088 toil -free October 4, 2011 To whom it may concern: SunGard Public Sector is currently enhancing our Strategic Alliance program to better serve our customers and the solution providers we work with. This letter describes the responsibilities of a Premier Solution Provider that offers a solution that interfaces with SunGard Public Sector software. Over the past 25 years SunGard Public Sector Solution Provider members have enjoyed success in collaborating with SunGard Public Sector and the communities we serve. We understand you are considering purchasing a solution from Executime They are currently listed as SunGard Public Sector's only Premier Solution Provider that supplies this type of service.' Some of the Premier Solution Provider requirements are listed below. To be a Premier SunGard Public Sector Solution Provider, a vendor must: • Have a current Premier Solution Provider agreement with SunGard Public Sector • Have a local government and municipal focus • Be sponsored by at least one current SunGard Public Sector customer Have implementation and 1" and 21' level support services Offer software products that extend or enhance SunGard Public Sector products and are a natural fit for integration with our products • Complete integration according to SunGard Public Sector best practices during first year of program membership • Provide at least 1 day of training per year for SunGard Public Sector Sales and Support • Provide SunGard Public Sector support and sales with complete product documentation for each approved software release SunGard Public Sector strives to build relationships that provide our customers with the best possible solutions. We are committed to customer success, and we constantly look for new ways to help government work better. Sincerely, David Haas Strategic Alliance Manager SunGard Public Sector Inc. david.haas@sungardps.com 800.727.8088 x3195 SunGard Public Sector Inc. • 1000 Business Center Drive • Lake Mary, FL 32746 Order #: EXTSMIAM11004 Date: 10/19/2011 �AITERPRISi= TirllEAtvtDATiENRlttd�ESO %UTtoj,!s Purchase and Sale Agreement Purchaser: Seller: South Miami, FL ExecuTime Software. Attn: LaTasha Nickle 427 S. Boston, Suite 707 Tulsa, OK 74103 FAX: 413.235.6374 Qty, Model /Feat./ Description' Unit Price Amount 1 ExecuTime Software License $ 15,000.00 $15,000.00 Up to 250 employees All-Inclusive Functionality includes: Clock in /out, Job Costing, Benefits Tracking, Benefits Calendar, Time -Off Requests, Automated Move to Payroll and more. Implementation Services and Training 1. Design /Scope of Work 2. Project Management/implementation Services 3. Training Services 4. System Integration with SunGard Payroll Total Selling Price: $ 9,500.00 $ 9,500.00 $ 24,500,00 Payment Terms - Full payment of ExecuTime Software License and 50% of Services is due at time of order and prior to commencement of project. - Remaining 50% of Services due upon completion of on -site training. - Actual Tax & Shipping and reasonable and customary expenses will be added at time of invoicing. Not Included - Hardware - Server, PC's, Surge Protectors for Clocks (recommended) etc. - Conversion Services - converting data from other TIA system to Execu7imeT" Software. - Reasonable and customary travel - related expenses. - Charges from third party software companies or providers. Wiring, cabling etc. SunGard Time Keeping Integration Module- Please contact SunGard directly for ordering and pricing information. 427 5, Boston Suite 707 Tulsa OK 74103 I WVm.executime.net I P: 918,651.76761 F :413.235,6374 ... ENTERPRt$E`nME A��fD.ATTENDANCE.50LUTK)NS Resale Number Payment Terms Ship Via FOB Point Due Upon Receipt Best Way Origin The Seller agrees to sell, and the Purchaser agrees to purchase, the data processing equipment, software and services listed above (the "Equipment") subject to the additional terms and conditions above, below and on the reverse. IN WITNESS WHEREOF, the parties hereto have caused the Agreement to be signed by their respective duly authorized representatives. Agreed to and Accepted by: M Title: Agreed to and Accepted by: By: Kevin Malone, Owner Title: Contract Officer Date: 10/19/11 1. Delivery and Risk of Loss: Included Items. Seller will de- install and prepare equipment for shipping, using suitable packing materials, and will deliver the Equipment to the Setter's shipping dock, F.O.B. location shown on reverse. Purchaser shall bear the risk of loss or damage from the time of such delivery, except when seller is transporting the Equipment, during which time seller will be responsible. Purchaser shall promptly pay for all transportation, rigging, packaging, and drayage charges. All form stands, .logic or other manuals, diagnostics, tools, test decks, diagrams, cables, . terminators and special. RPQ devices permanently attached or removable in one or more ends, which are required to attach and re- install the Equipment in a similar configuration or any "Manufacturer's Approved Configuration ", shall be delivered to Purchaser at no additional charge. 2. Taxes. No sales or other taxes_ shall be added to the purchase price. 3. Title. Seller warrants that at the time of delivery to Purchaser, Seller will be the lawful owner of the Equipment, with full right, power and authority to sell the Equipment to Purchaser, and that the Equipment will be free and clear of all liens, claims and encumbrances of any kind, Good and marketable title to the Equipment shall vest in Purchaser upon payment in full of the Purchase Price and the parties' execution of a mutually satisfactory Solution Design. Purchaser agrees it will not sell, transfer, lease or otherwise part with possession of the Equipment until title has vested in Purchaser. 4. Maintenance; Warranties. Seller warrants that the Equipment will be eligible to be place under the Manufacturers Maintenance Agreement. Purchaser shall be responsible for placing the Equipment under such coverage and will promptly notify Seller, in writing, of any dispute concerning the Equipment's eligibility therefore, to afford Seller a reasonable opportunity to assure such eligibility. (As to Equipment involved in the IBM Service Exchange Center Program, Seller warrants the Equipment is in good working order and has not been subject to neglect or misuse.) Seller warrants that the equipment shall be fit for the purpose contained in Seller's advertisement, brochures and correspondence. THE ABOVE WARRANTY IS IN LIEU OF ANY AND ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING THE WARRANTY OF MERCHANTABILITY AND OF FITNESS FOR ANY PARTICULAR PURPOSE. PURCHASER ACKNOWLEDGES THAT IT IS NOT RELYING ON SELLER'S SKILL OR JUDGMENT TO SELECT OR FURNISH GOODS SUITABLE FOR ANY PARTICULAR PURPOSE AND THAT THERE ARE NO WARRANTIES WHICH ARE NOT CONTAINED IN THIS AGREEMENT. 5, Default; Remedies; Limitation of Liability. If Purchaser unreasonably fails to accept delivery of the Equipment when available, fails to pay all or any part of the Purchase Price when due, or otherwise fails to perform any of it's material obligations hereunder, Seller may: (a) terminate this Agreement upon written notice to Purchaser; (b) repossess the Equipment without notice or demand, and (c) pursue any other lawful remedy. If Seller fails to deliver the Equipment In a timely manner, or breaches any warranty or otherwise fails to perform any of it's material obligations hereunder, Purchaser may: (a) terminate the Agreement upon written notice to Seller, and (b) pursue any other lawful remedy. 427 S. Boston Suite 707 Tutsa, OK 741031 www.executime.net 1 P: 918,551.76761 F: 413.235.6374 3 ENTERMSE TIPSE ANID ATTENDANCE SOLtJ WINS SELLER SHALL NOT BE LIABLE FOR DAMAGES, INCLUDING SPECIAL, INCIDENTAL OR CONSEQUENTIAL DAMAGES, ARISING OUT OF OR IN CONNECTION WITH THE PERFORMANCE OF THE EQUIPMENT OR ITS USE BY PURCHASER, AND SHALL NOT BE LIABLE FOR ANY SPECIAL, INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF OR IN CONNECTION WITH SELLER'S FAILURE TO PERFORM IT'S OBLIGATIONS HEREUNDER. IN NO EVENT SHALL EITHER PARTY'S LIABILITY TO THE OTHER, FOR ANY CAUSE OF ACTION WHATSOEVER ARISING OUT OF OR RELATED TO THIS AGREEMENT, EXCEED THE FEE FOR THE EXECUTIME SOFTWARE LICENSE STATED ABOVE AND THE SALES PRICE OF THE GOODS AND SERVICES BEING SOLD WITH THE LICENSE. 6. Solution Design. Upon execution of this Purchase and Sale Agreement and Purchasers payment of the initial installment described above, the Seiler and the Purchaser shall proceed to negotiate a mutually satisfactory Solution Design that will state the exact services to be provided by Seller to Purchaser. The parties acknowledge that this Purchase and Sale Agreement, and the ExecuTime Time and Attendance Software System License Agreement (the "License Agreement ") and the ExecuTime Software Support Agreement (the "Support Agreement") executed contemporaneously herewith, are contingent upon the parties' execution of a mutually satisfactory Solution Design. In the event the parties are unable to reach agreement as to a Solution Design, either parry may, upon notice to the other party, terminate this Purchase and Sale Agreement, the License Agreement and the Support Agreement, without liability to the other parry. Upon such termination, Seller shall have the right to take possession of all Equipment and shall be obligated to return to Purchaser all amounts previously paid by Purchaser under this Purchase and Sale Agreement, less Sellers out -of- pocket expenses and a reasonable fee for services rendered by Seiler prior to termination. 7. Entire Agreement. This Purchase and Sale Agreement, and the License Agreement and Support Agreement the terms of which are deemed incorporated herein, constitute the complete and exclusive statement of the agreement between the parties which supersede all proposals or prior agreements, oral or written, and all other communications between the parties relating to the subject matter of such agreements. & Effective Date. This Agreement is subject to acceptance by ExecuTime Software, at its offices in Tulsa, OK, and shall only become effective on the date thereof. 9. Miscellaneous. This Agreement shall be governed by the laws of the State of Florida and venue shall be in Miami -Dade County, Florida. 427 S. Boston Suite 707 Tulsa, OK 74103 1 www.exacutime.net { P: 918.551.7676 1 F: 413.235.6374 c . ENTERPRISE T,'IME AND ATTENDAISCESOLUTCONS r The ExecuTime Software License will need to reside on a server within your organization that meets these minimum requirements. Minimum ExecuTime Server Requirements Hardware: Processor: Intel Xeon quad core 3.0 GHz with 64bit support. (or equivalent) RAM: 8 G13 Hard Disk: 2 x 100 GB SATA 7200 RPM Disk Drives 100/1000 Ethernet Adapter OS: Any of the following - (Must be 64 bit) Microsoft Windows Server 2003 Standard, Enterprise, Datacenter (64 -bit) Microsoft Windows Server 2008 Standard, Enterprise, Datacenter (64 -bit) Java Environment: JDK v1.6 minimum Web Application Servers: JBoss AS (Installed by ExecuTime) Databases Environment: Any of the following - Single Processor License Microsoft SOL Server 2005, SP2 (64 bit recommended) Microsoft SOL Server 2008 (64 bit recommended) PC Requirements: Internet Explorer 7.0 or higher 2 GB RAM PdchV doesnathx&,d9 Ox ffeWkahb) andsh few P�d�/a»dsarv�rtsgWian>Brr�s a�subjeeat to d�ar�e " Addio onat PCa rS erwmqumnwtsngquhodandcanbopm~by yvurAcwwtMen 'uponmqu t 427 S. Boston Suite 707 Tulsa, OK 74103 1 www executime.net j P: 918.5517676 1 F:413235.6374 From small towns to major metropolitan cities to counties and utility companies, ExecuTime offers a secure, accurate, and fully- integrated time and attendance solution. We can help your organi- zation electronically collect and track workforce data to save time and money as well as streamline the payroll process. In cities, towns, counties and utilities, ExecuTime has been selected as the most cost - effective solution to eliminate antiquated paper timecards or outdated time and attendance software. ExecuTime integrates seamlessly with any payroll system on any platform and can be synchronized with numerous time collecting inter- faces (web browsers, time clocks, phone, text messaging, IVR, proximity readers, and more). REDUCE COSTLY ERRORS AND HEADACHES ExecuTime Software drastically reduces human error, shuffling through reams of paper, and chasing down employees and managers to complete their time tracking duties. VILL .ands down, ExecuTime 'ens the best technical support inta software company, I ve ever seeiy ,,r' -Roy Cavicky, VP of IMformation 7echnoiogy With a few keystrokes, you can automatically generate professional, precise timesheets for both hourly and salaried personnel and create on- demand time and attendance reports for managing your staff. COMPLEX TIME, ATTENDANCE, AND BENEFIT POLICIES? Not a problem. ExecuTime specializes in finding ways to automate the complex time tracking procedures that usually exist within departments like police, fire, and public works. We will work with your staff and depart- ment heads to make it easy for managers and staff to enter and track time while handling the most complicated policies with ease. It's simple. ExecuTime automates the most labor- intensive tasks associated with time and attendance and gives that time back to your staff. Payroll clerks that spend days sorting through timecards will now complete the same duties in a few hours, and in some cases, minutes. ExecuTime offers the absolute lowest cost -of- ownership and free software for upgrades. We encourage you to compare us to the com- petition. Many public sector organizations have already discovered that ExecuTime offers the most rapid ROI combined more critical product ;streamlining our payroll department, providing much better data access and reporting information, and improving accuracy. It's been great. I'd do it all over again. - Debbie MTnanxone, Lincoln City, OR IJ Advance integration between Execu- Time Software and SunGard® Public Sector Payroll can provide an enhanced level of efficiency to the payroll process and deliver a consistent method for collecting time and data throughout all departments. With ExecuTime Software, employee timetracking and moving time and data to payroll is fast and efficient. ExecuTime Software provides Clock -in and Clock -out capabilities, Time Inquiry and Main- tenance, Special Hour inquiries and "Who's Here ?" inquiries from the Executime Software browser. Employees can clock -in and clock -out from a web browser inside the organization's intranet. ExecuTime Software also accepts time entries from a variety of methods including swipe - cards, proximity cards, biometric input devices, text messaging, and telephones through inter - active Voice Response (IVR) technology. savnspare o® and taper uman error is way down. The flexibility in xecuT e % outstanding. -Gina Davis, City of Rock Springs, WY i I +h M \' YWf.WedukAly ¢!,ilux(!t are all just amazed at how knowledgeable,, courteous& ^ friendly l� ExecU s customer support tea0�is° � � -Luann Silva, City of San Ramon ATinne Inquiry/Maintenance allows employees tn z � � TheTne[on]8n|nncingscre�nnruvk- esaconvenient vievtheir^vntine,andsvpervi»oov�hsecu- sing le-poi nt'(f-revievv for all employees' time entries ritya8thndzodVota add, edit and delete time � Payroll Managers can easily recognize and sort Hourly and transactions and approve time. All Maintenance Salaried Employees with the v column. The Rules is tracked vvithinthe systern\Audit Log. � column and thoAppr (Approval) columns identify copA- p/eLru entries vvu"u green uecx mar ,,r//x/or"/|ovyees with a violation *r unapproved time are filled |n with ared ! sign. When all times have been reviewed and entries are ' ready ho move tn payroll, simply click okthe Move to Payroll System button to transfer to the Sun6andOPublic Sector Payroll software. . 'A Because Exec&TinUe Software is integrated with ' 3unUan1, Public Sector, employees can view their own benefit time through o web browser ` / without enrolling into the payroll system. ' Estimated Solution Investment Summary Kronos Incorporated Date Created: October 18, 2011 300 Billerica Road, Chelmsford, MA 01824 Telephone: 1- 978.947 -7798 Expiration Date: November 18, 2011 Estimate Prepared For: City of South Miami Sales Representative: Nikki Kirkpatrick Inside Sales Rep Bob Arsenault Order Type: Budgetary/Estimate Only Contact Info: Customer Sloth Name: I.aTasha Nickle Phone: 305.668.3878 Email: IMCkie soulhmiamia. ov Product Description License Capacity/ Billing Role Unit Price Investment Maintenance Workforce Central Saltware Workforce Timekeeper 200 $21.60 $4,320.00 $950.40 Workforce Managers 20 $168.00 $3,360.00 $739.20 Workforce Employee - Self Service 200 $14.70 $2,940.00 $646.80 Workforce Integration Manager to THE 200 $3.20 $640.00 $140.80 Total lnvestmentfor Software Saharan $11,260.00 $2,477.20 Data Collection Units KronosBarcode4500 Terminals 8 $15,760.00 $ Biometrics 0 $0.00 $ Data Collection Totals $15,760.00 $2,080 Professional Services Hours Implementation $0.00 Professional Services Total $44.,760.00 "Services are bitted as drey occur Training Education Points Training $0.00 Knowledge Pass Subscription $0.00 Training/ Education Total $8,864.00 Data Collection = %7.5,760.00 Annual Mainfenaaee Cost = $4,557.20 ProfeWonat Services = $44,760.00 Training= 58,864.00 *Services are billed as they occur Kronos Confidential CITY OF SOUTH MIAMI Executive Latasha Nickle lnickie@cityofsouthmiami.net Today's Date: 10/11/2011 Master Order ID: N/A Order ID: 638082 Order Type: New Client ADP Sales Associate Will Wald wilLwaid@adp.com RM (305) 668 -3878 (954)518 -6109 : -.::v r• 1G,�_1.,_'r. �lL.4:i. „. m� Y�?_.da:.�_. .'. � „�t.i.. } - „�..w �.:., ",.?S �s Yx. >.i -rM1'! .k. «r�ati,_.�.,...x.',,a Number of Employees for Payroll Processing: 160 Monthly Fees Units Totals ezLaborManager Web Hosted Software Standalone - 160 $760.00 ezLaborManager Accruals Module 100 -250 EE's Standalone 150 $80.00 Clock Fees HandPunch LE Ethernet Lease One Time Fees Implementation Fees ezLaborManager Accruals Module,100 -250 EE's Standalone $500.00 ezLaborManager Setup Fee Standalone - $2,000.00 THEAOPSERWCE$LI57FD ON TNI5SALESORDERAREPROWD£ DATTHEPRICESSETFORTHON7N£ A90VEPAGE SANDINACWRPANCEWIINAOPSSTANDARD TERMSANOCONDMONSOPSERWCE ATTACHED TO TNISSALES ORDER. OYSCGNINGDELOW YOVARE ACKNOWLEDGTNOREC ELPTOFANDAGREEMENTTOSVCH 7ERMSANOCONOMOWAND TO M9LISTE9 PRICES. Client Signature: Date Sales Associate: Date Page 1 of 1 Summary Total Annual Fees (Total of all annual fees) $17,580.00 - Total One Time Fees (Total of all one time fees) $2,500.00 Invoice Detail Unit Fee Units Min ezLaborManager Web Hosted Software Standalone - i - 999 $4.75 Each 160 $238.00 ezLaborManager Accruals Module 100-250 EE's Standalone 1 and higher $0.50 Each 160 $30.00 ezLborManager HandPunch LE Ethernet Lease Standalone 1 and higher $125.00 Each s Contact Type Contact Phone Executive Latasha Nickie .(305) 668 -3878 client Security Master Latasha Nickie (305) 668 -3878 Client agrees to direct debit of fees for service: Yes THEAOPSERWCE$LI57FD ON TNI5SALESORDERAREPROWD£ DATTHEPRICESSETFORTHON7N£ A90VEPAGE SANDINACWRPANCEWIINAOPSSTANDARD TERMSANOCONDMONSOPSERWCE ATTACHED TO TNISSALES ORDER. OYSCGNINGDELOW YOVARE ACKNOWLEDGTNOREC ELPTOFANDAGREEMENTTOSVCH 7ERMSANOCONOMOWAND TO M9LISTE9 PRICES. Client Signature: Date Sales Associate: Date Page 1 of 1