1To:
Via:
From:
Date:
Subject:
Request:
ReasonlNeed:
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
The Honorable Mayor & Members of the City Commission
Hector Mirabile, Ph.D., City Manager 11
LaTasha Nickle, Human Resources Director ~ I
October 26, 2011 Agenda Item No.:L
South Miami .,O,!II
fOil.'
2001
ExecuTime™ Software and Maintenance and CMI Time Management, LLC time clock
purchase
Resolutions anthorizing the City Manager to purchase ExecuTime™ Time and
Attendance Software and enter into the related Purchase and Sales Agreement and
Software Support Agreement; and authorizing the City Manager to pnrchase
biometric time clocks from CMI Time Management, LLC.
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 ExecuTime™ software and maintenance
agreement. Executime™ 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. ExecuTime™ 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 Executime™ system. We propose purchasing direct from the vendor as a
more cost effective purchase option.
Backup Documentation:
~roposed resolutions
Ef j'roposed contracts from ExecuTime™
I2r Sole source letter from SunGuard™ o Proposal from CM! Time Management, LLC o Sole source letter from Executime™
~Proposals from Kronos™ and ADPTM
1 RESOLUTION NO. _____ _
2 A Resolution authorizing the City Manager to purchase
3 ExecuTime™ Time and Attendance Software and enter into the
4 Purchase and Sales Agreement.
5 WHEREAS, the City Commission is committed to improving employee efficiency and reducing
6 the overall usage of paper throughout the City of South Miami; and
7 WHEREAS, the use of computerized time and attendance software and time clocks will
8 eliminate the need for paper-based time cards, leave applications, and related documents and will improve
9 the accuracy of employee time-reporting and payroll calculations; and
10 WHEREAS, the City Commission has previously purchased SunGard Public Sector One
11 Solution Software and ExecuTime™ is SunGuard's only Premier Solution Provider that supplies
12 electronic payroll integration with the OneSolution System, designating this vendor as its sole source
13 provider;
14 WHEREAS, the City Commission also received and reviewed the proposals from three vendors
15 offering similar software and determined that Executime™ proposes to provide the software and services
16 on the most cost-efficient basis;
17 NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION
18 OF THE CITY OF SOUTH MIAMI, FLORIDA, THAT:
19 Sectionl: The City Manager is hereby authorized to purchase time and attendance software and
20 equipment from Executime™ and to enter into the Purchase and Sales Agreement for a total of
21 $24,500.00, that are attached to this resolution, and other documents required to complete the purchase
22 and installation transaction. The Purchase price shall be paid from Account No. 001-1330-513-3450.
23 Section 2: This Resolution shall take effect immediately upon adoption.
24
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30
31
32
33
34
35
36
37
38
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PASSED AND ADOPTED this __ day of ____ , 2011.
ATTEST:
CITY CLERK
READ AND APPROVED AS TO FORM
LANGUAGE, EXECUTION AND
LEGALITY:
CITY ATTORNEY
Approved:
MAYOR
Commission Vote:
Mayor Stoddard:
Vice Mayor Newman:
Commissioner Palmer:
Commissioner Beasley:
Commissioner Harris:
SUNGARD" PUBLIC SECTOR
www.sungardps.com·407-304-3235·800-727-8088toll-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 20d 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 #: EXTSMIAMI1
Date: 10/19/2011
I ENTERPRISE TIME AND ATTENDANCE SOLUHONS I
Purchase and Sale Agreement
Purchaser:
South Miami, FL
Attn: LaTasha Nickle
I Qty. Model/Feat.! Description'
1 ExecuTime Software License
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.
1 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:
Payment Terms
Seller:
ExecuTime Software.
427 S. Boston, Suite 707
Tulsa, OK 74103
FAX: 413.235.6374
Unit Price Amount
$ 15,000.00 $ 15,000.00
$ 9,500.00 $ 9,500.00
$24,500.00
-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 T/A system to ExecuTime™ 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 S. Boston Suite 707 Tulsa, OK 741031 wvNl!.execuHme,net! P: 918.551.7676l F: 413235.6374
I ENTERPRISE TIME AND ATTENDANCE SOLUTtONS I
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 selVices 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: Agreed to and Accepted by:
By: ___________ _ By: Kevin Malone, Owner
Title: ____________ _ Title: Contract Officer
Date: _________ ~ __ _ Date: 10/19/11
1, Delivery and Risk of Loss: Included l!ems. Seller will de-install and prepare equipment for shipping, using suitable packing
materials, and will deliver the Equipment to the Seller'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 Manufacturer's
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 WARRANlY IS IN LIEU OF ANY AND ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING THE
WARRANlY OF MERCHANTABILllY 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; limilation 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) tenninate 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 Tufsa, OK 74103'! wwv1/,executlme.net i P: 918.551,7676! F: 413.235.6374
I ENTERPRISE TIME AND ATTENDANCE SOLUTtONS I
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 IT'S 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 Purchaser's payment of the initial installment
described above, the Seller 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 party 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 party. 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 Seller's out-af-pocket expenses and a reasonable fee for services rendered by Seller
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.
8. 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 I W\N'V\I.€xecutlme,net i P; 918.551.7676\ F: 413.235.6374
I ENTERPRISE TIME AND ATTENDANCE SOLUTIONS I
--_._ .. __ ._--
APPENDIX
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: 8GB
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
2GB RAM
PrIcIng doss not incIut:I8 tax (If IJpfJItcable) and shipping mes. PrIcIng and server requ/nNnenfs BI8 subject to chsnge .
• Addilionsl PC or S6mJr rsquir8menfs rsquinJd and can be provided by your Acccunt MsI1lJf16T upon rsqUS6l.
427 S. Boston Suite 707 Tulsa, OK 741031 W\NW,executlme.net i P; 918.551.16761 F: 413.235.6374
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.
llands down, ExecuTime
offers the best technical
support in a software\"
company I've ever seeql
-Roy Lavicky, VP of Information Technology
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.
TIME EFFICIENCY AND COST-EFFECTIVENESS
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.
In addition, 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
features.
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 Mammone, Lincoln City, OR
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 intra net.
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.
'j',kbe paper savings are good
and human error is way down.
The flexibility in ExecuTime
outstanding.
-Gina Davis, City of Rock Springs, WY
mai~,~:~i:Ji?¥fi~!"f?+]
y(nor;Nt')~b,!,\:y <r;iw~',;'~
~, "
!:~~tfr~:~~I~Si:~~~~~:!S ~~':t~~;~~~;~:1~~~~f:~°jts:j!
Ii. Time Inquiry/Maintenance allows employees to
view their own time, and supervisors with secu-
rity authorization to add, edit and delete time
transactions and approve time. All Maintenance
is tracked within the system's Audit Log.
A Because ExecuTime Software is integrated with
SunGard® Public Sector, employees can view
their own benefit time through a web browser
without enrolling into the payroll system.
-Luann Silva, City of San Ramon
A The Time Card Balancing screen provides a convenient
single-point-of-review for all employees' time entries.
Payroll Managers can easily recognize and sort Hourly and
Salaried Employees with the Type column. The Rules
column and the Appr. (Approval) columns identify com-
pleted entries with a green check mark, while employees
with a violation or unapproved time are filled in with a red
! sign. When all times have been reviewed and entries are
ready to move to payroll, simply click on the Move to
Payroll System button to transfer to the SunGard® Public
Sector Payroll software.
SUNGARD< PUBLIC SEC:TC>R
Estimated Solution Investment Summary
Kronos Incorporated
300 Billerica Road, Chelmsford, MA 0 1824
Telephone: 1·978·947·7798
Estimate Prepared For: City of South Miami
Contact Info:
Namc: LaTasha Nickle
Phone: 305.668.3878
Email: Inickle@southrniamifl.gov
Date Created: October 18, 2011
Expiration Date: November 18, 2011
Sales Representative: Nikki Kirkpatrick
Inside Sales Rep Bob Arsenault
Order Type: BudgetarylEstimate Only
Customer SID#:
Product Description License Capacity I Billing Role Unit Price Investment Maintenance
Workforce Central Software
Workforce Timekeeper
Workforce Managers
Workforce Employee· Self Service
Workforce Integration Manager to THE
Total Investment/or Software Solution
Data Collection
Kronos Barcode 4500 Terminals
BioMetrics
Data Collection Totals
Professional Services
Implementation
Professional Services Total
Training / Ellucation
Training
Knowledge Pass Subscription
Training / Education Tota!
Data Collection =
Annual Maintenance Cost =
Professional Services =
Training =
Total Solution Cost =
200
20
200
200
Units
8
o
$21.60
$168.00
$14.70
$3.20
$4,320.00
$3,360.00
$2,940.00
$640.00
$11,260.00
$15,760.00
$0.00
$15,760.00
$0.00
$950.40
$739.20
$646.80
$140.80
$2,477.20
$
$
$2,080
$44,760.00 *Services are hilled as they ocelli'
$/5,760.00
$4,557.20
$0.00
$0.00
$8,864.00
$44,760.00 *Services are billed as they occur
$8,864.00
Kronos Confidential
CITY OF SOUTH MIAMI
Executive
Latasha Nickle
Inickle@cityofsouthmiami.net
(305) 668-3878
Number of Employees for Payroll Processing: 160
Monthly Fees
ezLaborManager Web Hosted Software Standalone -
ezLaborManager Accruals Module 100-250 EE's Standalone
IsubTotal',
Clock Fees
ezlaborManager HandPunch LE Ethernet Lease Standalone
One Time Fees
Implementation Fees
ezLaborManager Accruals ModulelOO-250 EE's Standalone
ezLaborManager Setup Fee Standalone -
subTotal
Summary
Total Annual Fees (Total of all annual fees)
Total One Time Fees (Total of all one time fees)
Invoice Detail
ezLaborManager Web Hosted Software Standalone -
ezLaborManager Accruals Module 100-250 EE's Standalone
ezlaborManager HandPunch LE Ethernet Lease Standalone
Contact Type
Executive
Client Security Master
Contact
Latasha Nickle
Latasha Nickle
Client agrees to direct debit of fees for service: Yes
Units
160
160
Today's Date: 10/11/2011
Master Order ID: N/ A
Order ID: 633082
Order Type: New Client
ADP Sales Associate
Will Waid
wiILwaid@adp.com
(954) 518-6109
Unit Fee
1 "999 $4.75 Each
1 and higher $0.50 Each
1 and hIgher $125.00 Each
Phone
(305) 668-3878
(305) 668-3878
Units
160
160
5
Totals
$760.00
$80.00
$840.001
$625.00
$500.00
$2,000.00
$2,500.00.
$2,soo,001
$17,580.00
$2,500.00
Min
$238.00
$30.00
THE ADP SERVICES LISTED ON THIS SALES ORDER ARE PROVIDED ArTH!: PRICES SET FORTH ON THE ABOVE PAGES AND IN ACCORDANCE WrrH ADP'S STANDARD TERMS AND CGNOmONS OF SERVICE
ATTACHED TO THIS SALES ORDER, BYSIGNING BELOW YOU ARE ACKNOWLEDGING RECEIPT OF AND AGREEMENT TO SUCH TERMS AND CONomONS AND TO THE LISTED PRICE$.
Client Signature: ______________ _
Date
Sales Associate: _____________ _
Date
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