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Res No 183-11-13497RESOLUTION NO.: 183 -11 -13497 A Resolution authorizing the City Manager to enter into a Purchase Agreement with CMI Time Management LLC for the purchase of biometric time clocks WHEREAS, the new ExecutimeTM time and attendance software will increase efficiency related to payroll processing and time and attendance management; and WHEREAS, the Genius line of time clocks are the sole recommended devices to interface with the ExecutimeTM software for the capture of time and attendance via time clock, a necessary component for the City of South Miami; WHEREAS, CMI Time Management LLC is the sole source provider for the required equipment; NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA THAT: Section 1. The City Manager is authorized to enter into the attached Purchase Agreement for the total sum of $13,338.00 with CMI Time Management, LLC for the purchase of biometric time clocks to be paid from Account No. 001 - 1330 -513 -3450. Section 2. That this resolution shall take effect immediately upon approval PASSED AND ADOPTED this 1 St day of November 2011. ATTEST: Approved: n- m M — �a(2 ORM Commission Vote: 5 -0 Mayor Stoddard: Yea Vice Mayor Newman: Yea Commissioner Palmer: Yea Commissioner Beasley: Yea Commissioner Harris: Yea n�lln South Miami Q4�d111piCdClly CITY OF SOUTH MIAMI �, ivzr A OFFICE OF THE CITY MANAGER xoor INTER- OFFICE MEMORANDUM To: The Honorable Mayor & Members of the City Commission Via: Hector Mirabile, P&D., City Manager //� From: LaTasha Nickle, Human Resources Director"e-lowk Date: October 26, 2011 Agenda Item No.: 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 last 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: Proposed resolutions ❑ Proposed contracts from ExecuTimeTM ❑ Sole source letter from SunGuardTM W Proposal from CMI Time Management, LLC B'�Sole source letter from ExecutimeTM ❑ Proposals from KronosTM and ADPTM October 20, 2011 To whom it may concern, ENTERPRISE WORKFORCE MANAGEMENT i ExecuTime Software is a leading provider of Automated Timekeeping solutions for the Public Sector. The ExecuTime Software Timekeeping application interfaces with the Genus line of time collection terminals to provide the ability to capture employee time via a time clock. Currently, CMI Time Management LLC is the only recommended vendor to supply and support the Genus line of clocks for the ExecuTime Software application. Best regards, Christa Maguire Senior Account Executive ExecuTime Software, LLC 427 5. Boston Suite 707 Tulsa, OK 74103 1 w .executime,net I R 888.832.3932 I F: 413.235.6374 ISO -F0036 Rev. A 6/1712004 Proposal No. 7343-OOIA ...I,, Eroirolion bole, 10/20/2011 11/24/2011 89 Phoenix Avenue Enfield, CT 06082 L01 Tet (860) 7452433 Fax: (860) 741 -6064 Verbal 10/20/2011 Company Ailenffon Copy City of South Miami 6131 Sunset Drive Alfredo Riveroi South Miami, FL 33143 ph. No. 305- 663 -6343 Ted No. Tel, No. Fax No, Fax No. €Mail BMail Ariverol@smiamifl.gov EMall Ede( This proposal is for CMt GENUS 2 Data Collection Terminals and the required accessories. Revision "A" reflects PoE sputters and injectors instead of hard wired power packs. ro uc st Discount otal Uel ReV Qty Description Configuration Specification Price Price I Cost ARO WC Data Collection Terminals 1.0.0 5 Data Collection Terminal Genus G2,64MB,ETH, Biometric 3000 -A808 $2,590.00 $2,395.00 $11,975.00 4.6 Wks A 1,1.0 5 Wall mount Steel Key Lockable 2062 -302 inci ind incl 4-6 Wks A 120 5 PoE injectors Power Injector 48VDC 2070-002 $160.00 $147.20 $736.00 4-6 Wks A 1.3.0 5 PoE Splitters Power Sputter GENUS 18VOC 2070 -004 $120.00 $110,40 $552.00 4-6 Wks A Total $2,870,00 $2,652.60 $13,263.00 Estimated Shipping Charges 2.0.0 1 1 Estimated Shipping Charge UPS Ground NA $75, $75.00 $75.00 4-6 Wks A arrnaty uoue r. salesperson Oala Tams NET 30 Please forward P.O. For technical information, to[ contact: F.O.B. Destination James W. Bianco 1 0/2 012 01 1 Control Module,inc ATTN: Order Entry CMl Technical Support Phone: (860) 745 -2433 App."! Data Shipment Prepay&Add Yvan s W. `13imw 10/20/2011 89 Phoenix Avenue Enfield, CT 06082 Toll Free: (804) 722 -6654 ISO -F0036 Rev. A 6/1712004 Brief Limited Hardware Warranty —12 months (1 1`ear),fl'om data ofShipmenl ® Prepaid Freight One - Way — In Continental US. e RMA Tracking Repair — Typicall within 5 business days from receipt in -house Description: practicably performed due to alterations in or attachments to the Limited Warranty and Warranty Period: CMI proprietary Equipment; 6) services for accessories; or 7) repair or replacement hardware products (such products, while under warranty, the of defective Equipment to the extent the defect is attributable to: "Equipment ") are warranted to be free from defects in (i) neglect or misuse ( including use of the Equipment for materials and workmanship for a period of twelve (12) months purposes other than that for which it was designed); (ii) from the date of shipment to the original purchaser transportation, vandalism or burglary of the Equipment, acts of ( "Customer "). If Customer notifies CMI during the warranty terrorism, accident or disaster, or other external causes (including period of a defect in the Equipment, CMI will repair the water, wind , lightning and dust); or (iii) alterations to the defective Equipment pursuant to the terms set forth below. Equipment or servicing of the Equipment by a third party. The Delivery of a repaired or replacement unit of Equipment does foregoing warranty shall also not apply to the extent the defect in not extend the warranty period. the Equipment is due to the use of the Equipment in conjunction Reporting a'Defect: Customer can report an Equipment with products not manufactured by CMI or to Equipment from defect to the CMI Service Center by (a) telephone between which the serial number has been altered, defaced or removed. 8:00 A.M. and 4:30 P.M. (EST) Monday through Friday, Only to Orivinal. Purchaser: This warranty extends only to the excluding CMI holidays, or (b) through CMI's support original purchaser of the Equipment. It may not be assigned to website. any third party. Telephone number: 800 - 527 -4998 Email address: service @controlmod.00m Disclaimer of All Other Warranties: THE WARRANTY SET FORTH ABOVE IS THE SOLE WARRANTY THAT CMI Return and Repair Process: After receiving Customer's PROVIDES WITH RESPECT TO THE EQUIPMENT. notice of an Equipment defect, the CMI Service Center will CUSTOMER ACKNOWLEDGES THAT CMI EXPRESSLY provide Customer with a Return Material Authorization DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR (RMA) number to be used by both Customer and CMI to track IMPLIED INCLUDING BUT NOT LIMITED TO, ANY the defective unit during the return and repair process. The WARRANTY OF MERCHANTABILITY, NON - RMA will be provided over the telephone or via email. Upon INFRINGEMENT OR FITNESS FOR A PARTICULAR USE receipt of an RMA, Customer shall return the defective OR PURPOSE, OR ANY WARRANTY IMPLIED THROUGH Equipment to CMI at Customer's expense. CMI will pay for COURSE OF CUSTOM OR USAGE OF TRADE. shipping the repaired unit back to customers located in the continental United States. Most Equipment will be repaired Disclaimer of Liability: IN NO EVENT SHALL CMI BE within five (5) business days following their receipt at a CMI LIABLE TO CUSTOMER OR ANY THIRD PARTY repair depot. CLAIMING THROUGH CUSTOMER FOR ANY SPECIAL, INDIRECT, INCIDENTAL OR CONSEQUENTIAL Exclusions from Limited Warranty: The foregoing DAMAGES, INCLUDING, WITHOUT LIMITATION, LOSS warranty does NOT include 1) furnishing supplies for, OF EARNINGS, PROFIT OR GOODWILL OR COSTS OF painting or refinishing Equipment; 2) electrical work external COVER, IN EACH CASE RELATING TO THIS WARRANTY to such Equipment; 3) installation, maintenance or removal of OR TO TIME EQUIPMENT, EVEN IF SUCH DAMAGES WERE alterations, attachments or other devices not furnished by FORESEEABLE AND EVEN IF THIS WARRANTY FAILS OF CMI; 4) on site services; 5) services which cannot be ITS ESSENTIAL PURPOSE. Label Description: Project: Project No: Date: Section: Item: ©Time Management, LLC. 2008. All Rights Reserved. This specification Is confidential and shall not be duplicated, published or Marketing / Date Approval / Date Rev No: / Date disclosed, in whole or in part, without prior written permission of Time Management, LLC. This specification is subject to change witlwut notice. JWB 12/03/08 JAB 12/03/08 -- / 12/03/08 TIME MANAGEMMENT, LLC, 89 PHEONIX AVE. ENFIELD, CT 06082 PHONE (860) 745 -2433 Each model in the GenUSTM line of Java programmable terminals utilizes GMI's extensive design expertise to provide companies the ultimate flexibility in programming; as well as display, media, reader, keyboard, communication and peripheral configuration options. Additional benefits include: + Flexible Java J2ME programmability with + Biometrics solution utilizing active extensive classes provides a broad range capacitance technology provides the ability of functionality and ease of development to capture fingerprints from the widest and deployment range of skin types + OEM Classes provide seamless, easy data collection, configuration and integration, as well as remote support, and administration + Complete modular design allows for easy field upgrades and serviceability to meet functional and budgetary requirements Memory • 40MB Flash program store • 32MB Dynamic Memory • 2MB SRAM for data • Real -time clock Communication Options • Integrated 101100 Ethernet • RS232 Serial Aux Port • HTTP, FTP, TFTP, PPP, JDBC, XML • Optional WI-F! Module • Optional 56K Modem + Durable, rugged ABS enclosure suited to many environments + Internet appliance, connecting terminal to server via web services User interface + 36 -key ATM style membrane Keyboard (Soft Data, Function, and Navigation) + Variable tone beeper + 2 status LEDs (red, green) Miscellaneous • Power monitor • Optional 2300mAh UPS (Uninterruptible Power Supply) module + Integrated Door Control Features • 1 Form C Relay 2 Open collector outputs • 2 Protected Inputs Display Physical + 320 x 240 backlit Monochrome display + 12.5" L X 6.5" W X 2.2" H w/o Mount + Weight - 3 Ibs. Auto-ID 2 Internal reader ports • Barcode • Magnetic • Proximity (HID, MotorolaT^ ) • Smartcard (Mifare�A0, Klass®) • Biometrics (Fingerprint) 2 External reader ports + 1 Barcode wand port + 1 Barcode /Mag /Prox port r [2 �It~m Power + 15 -30 VDC Environmental • Operating 0'[o 5M (32 0to 122 °F) • Storage -40° to 66°C (40° to 151 °F) • Humidity 0 to 90 % non - condensing Compliance + FCC Part 15A, UL 1950 Form Request for Taxpayer Give form to the (ftev. Octobsr 2007) Identification Plumber and Certification requester. Do not DepaNnmtt o(ihn TrFlgsmy send to the IRS. 1"Weal naeem,e S.M. your employer identification number (GIN). If you do not have a number, see Now to get a TIN on page 3, Name (as shown on your income tax (often) H Employer Identification number m number to enter. m easiness name. If dlltarem from above 0 o CMI Time Management, LLC 10 Check appmprlate box: [.) indfviduat /sole proprietor ❑ Corporation ❑ partnership ,7.'1—r [✓ limited IiabRlty company. Enter the tax classification (D° disregarded entity, Cx rporation, P =partnership) F C, - -. Exem [ ❑ pm,_ `0 2 ❑ Other love restrictions) e �. Addraes (number, street, and apt. or suita no,) Requester's name and address (optionar) a 89 Phoenix Ave City, state, and ZIP code y Enfield, CT 06082 m List account number(s) here (opikma N Under penalties of perjury, I certify that: i. The number shown on this form is my correct taxpayer Identification number (or I am waiting for a number to be issued to me), and 2. lam not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) t have not been notified by the Internal Revenue Service (IRS) that 1 am subject to backup withholding as result of a failure to report all Interest or dividends, or (c) the IRS.has notified me that I am no longer subject to backup withholding, and 3. 1 am a U.S, citizen or other U,S. person (defined below). Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does net apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the Certification, but you must provide your correct TIN. See the instructions on page 4. Sign Sl9nalure of /J7, / Hr?Y0 V.S. Parson > i' / /%� 4 bate ►' ! 6 �2 General Instructions Section references are to the Internal Revenue Code unless otherwise noted. Purpose of Form A person who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) to report, for example, income paid to you, real estate transactions, mortgage interest you paid, acquisition or abandonment of secured property, cancellation of debt, or contributions you made to an IRA. Use Form W -9 only if you are a U.S. person (including a resident alien), to provide your correct TIN to the person requesting it (the requester) and, when applicable, to: 1. Certify that the TIN you are giving is correct (or you are waiting for a number to be issued). 2. Certify that you are not subject to backup withholding, or 3. Claim exemption from backup withholding if you are a U.S. exempt payee. If applicable, you are also certifying that as a U.S. person, your allocable share of any partnership Income from a U.S. trade or business is not subject to the withholding tax on foreign partners' share of effectively connected income. Note. If a requester gives you a form other than Form W -9 to request your TIN, you must use the requester's form if it is substantially similar to this Form W -9. Definition of a U.S. person. For federal tax purposes, you are considered a U.S. person if you are: • An individual who is a U.S. citizen or U.S. resident alien, • A partnership, corporation, Company, or association created or organized in the United States or under the laws of the United States, • An estate (other than a foreign estate), or • A domestic trust (as defined in Regulations section 3017701 -7). . Special rules for partnerships, Partnerships that conduct a trade or business in the United States are generally required to pay a withholding tax on any foreign partners' share of income from such business. Further, in certain cases where a Form W -9 has not been received, a partnership Is required to presume that a partner is a foreign person, and pay the withholding tax. Therefore, if you are a U,S, person that is a partner in a partnership conducting a trade or business in the United States,:. provide Form W -9 to the partnership to establish your U.S. status and avoid withholding . on your share of partnership_. _. income. The person who gives Form W -9 to the partnership for purposes of establishing its U.S. status and avoiding withholding ' on its allocable share of net income from the partnership. ,. conducting a trade or business in the United States is in the following cases: • The U,S. owner of a disregarded entity and not the entity, Cat. No, 10 231% Form tlit_r,) (ftev. 10- 2007). _Tax_payer IdentitiCation Number (fIi Enter your TIN in the appropriate box. The TIN provided must match the name given on Line 1 to avoid social security number �� backup withholding. For individuals, this is your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other entities, it is your employer identification number (GIN). If you do not have a number, see Now to get a TIN on page 3, or Note. It the account is in more than one name, see the chart on page 4 for guidelines on whose Employer Identification number number to enter. 26 I 2485006 Under penalties of perjury, I certify that: i. The number shown on this form is my correct taxpayer Identification number (or I am waiting for a number to be issued to me), and 2. lam not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) t have not been notified by the Internal Revenue Service (IRS) that 1 am subject to backup withholding as result of a failure to report all Interest or dividends, or (c) the IRS.has notified me that I am no longer subject to backup withholding, and 3. 1 am a U.S, citizen or other U,S. person (defined below). Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does net apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the Certification, but you must provide your correct TIN. See the instructions on page 4. Sign Sl9nalure of /J7, / Hr?Y0 V.S. Parson > i' / /%� 4 bate ►' ! 6 �2 General Instructions Section references are to the Internal Revenue Code unless otherwise noted. Purpose of Form A person who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) to report, for example, income paid to you, real estate transactions, mortgage interest you paid, acquisition or abandonment of secured property, cancellation of debt, or contributions you made to an IRA. Use Form W -9 only if you are a U.S. person (including a resident alien), to provide your correct TIN to the person requesting it (the requester) and, when applicable, to: 1. Certify that the TIN you are giving is correct (or you are waiting for a number to be issued). 2. Certify that you are not subject to backup withholding, or 3. Claim exemption from backup withholding if you are a U.S. exempt payee. If applicable, you are also certifying that as a U.S. person, your allocable share of any partnership Income from a U.S. trade or business is not subject to the withholding tax on foreign partners' share of effectively connected income. Note. If a requester gives you a form other than Form W -9 to request your TIN, you must use the requester's form if it is substantially similar to this Form W -9. Definition of a U.S. person. For federal tax purposes, you are considered a U.S. person if you are: • An individual who is a U.S. citizen or U.S. resident alien, • A partnership, corporation, Company, or association created or organized in the United States or under the laws of the United States, • An estate (other than a foreign estate), or • A domestic trust (as defined in Regulations section 3017701 -7). . Special rules for partnerships, Partnerships that conduct a trade or business in the United States are generally required to pay a withholding tax on any foreign partners' share of income from such business. Further, in certain cases where a Form W -9 has not been received, a partnership Is required to presume that a partner is a foreign person, and pay the withholding tax. Therefore, if you are a U,S, person that is a partner in a partnership conducting a trade or business in the United States,:. provide Form W -9 to the partnership to establish your U.S. status and avoid withholding . on your share of partnership_. _. income. The person who gives Form W -9 to the partnership for purposes of establishing its U.S. status and avoiding withholding ' on its allocable share of net income from the partnership. ,. conducting a trade or business in the United States is in the following cases: • The U,S. owner of a disregarded entity and not the entity, Cat. No, 10 231% Form tlit_r,) (ftev. 10- 2007).