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2To: 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 1;( LaTasha Nickle, Human Resources Director~1t{~ ""')..... October 26, 2011 Agenda Item NO.:_" __ v 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 purchase 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: ~Proposed resolutions CJ Proposed contracts from ExecuTime™ CJ Sole source letter from SunGuard™ t:( Proposal from CMI Time Management, LLC B"Sole source letter from Executime™ CJ Proposals from Kronos™ and ADpTM 1 RESOLUTION NO.: ______ _ 2 A Resolution authorizing the City Manager to enter into a 3 Pnrchase Agreement with CMI Time Management LLC for 4 the pnrchase of biometric time clocks 5 WHEREAS, the new Executime™ time and attendance software will increase efficiency 6 related to payroll processing and time and attendance management; and 7 WHEREAS, the Genius line of time clocks are the sole recommended devices to 8 interface with the Executime™ software for the capture of time and attendance via time clock, a 9 necessary component for the City of South Miami; 10 WHEREAS, CMI Time Management LLC is the sole source provider for the required 11 equipment; 12 NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION 13 OF THE CITY OF SOUTH MIAMI, FLORIDA THAT: 14 Section 1. The City Manager is authorized to enter into the attached Purchase 15 Agreement for the total sum of $13,338.00 with CMI Time Management, LLC for the purchase 16 of biometric time clocks to be paid from Account No. 001-1330-513-3450. 17 Section 2. That this resolution shall take effect immediately upon approval 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 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: ENTERPRISE WORKFORCE MANAGEMENT: EXECUTIME October 20, 2011 To whom it may concern, 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 S. Boston Suite 707 Tulsa, OK 74103 1 www.executlme.net \ P: 888.832.3932 \ F: 413.235.6374 -Proposal N,. 7343 .. 001A Issue Dale Expiration Dcte, R". 1 11 1 11 89 Phoenix Avenue Enfield, CT 06082 RFQNo, Due Date ,P:', Tel: (860) 745-2433 Fax: (860) 741-6064 Verbal 1 11 I AftM/Ion C'py City of South Miami 6131 Sunset Drive Alfredo Riverol South Miami, FL 33143 Ph. No. 305-663-6343 Tel. No. Tel, No, Fax No, A.'· F" No. E-Mail E-Mail i I IE-Ma;! Brief This proposal is for CMI GENUS 2 Data Collection Terminals and the required accessories. Revision "A" reflects PoE splitters and '0 instead of hard wired power packs. 'uuu~, List 1 Q[~I Uel Ref Qty n i i'nnfin' "otinn Specification Price Price Cost ARO WC Data' i 1.0.0 5 Data Collection Terminal Genus G2,64MB,ETH, Biometric 3000-ABOB $2,590.00 $2,395.00 $11,975.00 4-6 Wks A 1.1.0 5 Wall mount Steel Key Lockable 2062-302 inc! incl incl 4.1) Wks A 1.2.0 5 PoE Injectors Power Injector 4BVDC 2070-002 $160.00 $147.20 $736.00 4.1) Wks A 1.3.0 5 PoE Splitters Power Splitter GENUS 1BVDC 2070-004 $120.00 $110.40 $552.00 4.1) Wks A Total <? 07n nn to O<? on $13,263.00 , I Charges 2.0.0 1 Estimated Shipping Charge UPS Ground NA $75.00 $75.00 $75.00 4-6 Wks A , ~()(je A Salesperson Date Terms i Please "P.O. NET 30 For technical information, to: contact: i I. W. Bianco 10/20/2011 F.O.B. Control Module,lnc Desti nation eMI Technical Support Approval Date AnN: Order Entry Phone: (860) 745-2433 i~ W. fJJianro- Shipment 89 Phoenix Avenue 10/20/2011 Prepay&Add Enfield, CT 06082 Toll Free: (800) 722-6654 ISO-F0036 Rev. A 6/17/2004 Item: Configuration: Brief: Limited Hardware Warranty 12 Months Service Specification Product Line: Warranty Product No: Version No: 0810 002 Sheet I of I • Limited Hardware Warranty -12 months (1 Year) jrom date ojShipment • Prepaid Freight One-Way -In Continental u.s. • RMA Tracking • Repair -Typically within 5 business days from receipt in-house Limited Warranty and Warranty Period: CMI proprietary hardware products (such products, while under warranty, the "Equipment") are warranted to be free from defects in materials and workmanship for a period of twelve (12) months from the date of shipment to the original purchaser ("Customer"). If Customer notifies CMI during the warranty period of a defect in the Equipment, CM! will repair the defective Equipment pursuant to the terms set forth below. Delivery of a repaired or replacement unit of Equipment docs not extend the warranty period. Reporting a Defect: Customer can report an Equipment defect to the CM! Service Center by (a) telephone between 8:00 A.M. and 4:30 P.M. (EST), Monday through Friday, excluding CM! holidays, or (b) through CMI's support website. • Telephone number: 800-527-4998 • Email address:service@controlmod.com Return and Repair Process: After receiving Customer's notice of an Equipment defect, the CM! Service Center will provide Customer with a Return Material Authorization (RMA) number to be used by both Customer and CM! to track the defective unit during the return and repair process. The RMA will be provided over the telephone or via email. Upon receipt of an RMA, Customer shall return the defective Equipment to CMI at Customer's expense. CM! will pay for shipping the repaired unit back to customers located in the continental United States. Most Equipment will be repaired within five (5) business days following their receipt at a CM! repair depot. Exclusions from l...imited Warranty: The foregoing warranty does NOT include 1) furnishing supplies for, painting or refinishing Equipment; 2) electrical work external to such Equipment; 3) instaHation~ maintenance or removal of alterations, attachments or other devices not furnished by CMI; 4) on site services; 5) services which cannot be Label Description: © Time Management, LLC. 2008. All Rights Reserved. This specification is confidential and shaH not be duplicated, published or disclosed, in whole or in part, without prior written pennission of Time Management, LLC. This specification is subject to change without notice. practicably performed due to alterations in or attachments to the Equipment; 6) services for accessories; or 7) repair or replacement of defective Equipment to the extent the defect is attributable to: (i) neglect or misuse ( including use of the Equipment for purposes other than that for which it was designed); (ii) transportation, vandalism or burglary of the Equipment, acts of terrorism, accident or disaster. or other external causes (including water, wind , lightning and dust); or (iii) alterations to the Equipment or servicing of the Equipment by a third party. The foregoing warranty shall also not apply to the extent the defect in the Equipment is due to the use of the Equipment in conjunction with products not manufactured by CMI or to Equipment from which the serial number has been altered, defaced or removed. Only to Original Purchaser: This warranty extends only to the original purchaser of the Equipment. It may not be assigned to any third party. Disclaimer of All Other Warranties: THE WARRANTY SET FORTH ABOVE IS THE SOLE WARRANTY THAT CM! PROVIDES WITH RESPECT TO THE EQUIPMENT. CUSTOMER ACKNOWLEDGES THAT CM! EXPRESSLY DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO, ANY WARRANTY OF MERCHANTABILITY, NON- INFRINGEMENT OR FITNESS FOR A PARTICULAR USE OR PURPOSE, OR ANY WARRANTY IMPLIED THROUGH COURSE OF CUSTOM OR USAGE OF TRADE. Disclaimer of Liability: IN NO EVENT SHALL CM! BE LIABLE TO CUSTOMER OR ANY THIRD PARTY CLAIMING THROUGH CUSTOMER FOR ANY SPECIAL, INDIRECT, INCIDENTAL OR CONSEQUENTIAL DAMAGES, INCLUDING, WITHOUT LIM!TATION, LOSS OF EARNINGS, PROFIT OR GOODWILL OR COSTS OF COVER, IN EACH CASE RELATING TO TfUS WARRANTY OR TO THE EQUIPMENT, EVEN IF SUCH DAMAGES WERE FORESEEABLE AND EVEN IF TI-lIS WARRANTY FAILS OF ITS ESSENTIAL PURPOSE. Project: Project No: Date: Section: Item: Marketing 1 Date Approval 1 Date Rev No: 1 Date JWB 12/03/08 JAB 12/03/08 --1 12/03/08 TIME MANAGEMMENT, LLC, 89 PHEONIXAVE. ENFIELD, CT 06082 PHONE (860) 745-2433 Each model in the Genus™ line of Java programmable terminals utilizes eMI'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 extensive classes provides a broad range of functionality and ease of development and deployment + 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 10/100 Ethernet + RS232 Serial Aux Port + HTTP, FTP, TFTP, PPP, JOSC, XMl + Optional Wi~Fj Module + Optional 56K Modem Display + 320 x 240 backlit Monochrome display Auto-ID 2 Internal reader ports + Barcode + Magnetic + Proximity (HID, Motorola™) + Smartcard (Mifare™, iClass®) + Biometrics (Fingerprint) 2 External reader ports + 1 Barcode wand port + 1 Barcode/Mag/Prox port II + Biometrics solution utilizing active capacitance technology provides the ability to capture fingerprints from the widest range of skin types + Durable, rugged ASS 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 LEOs (red! green) Miscellaneous + Power monitor + Optional 2300mAh UPS (Uninterruptible Power Supply) module + Integrated Door Contra! Features • 1 Form C Relay • 2 Open collector outputs • 2 Protected Physical + 12,5" l X 8,5" W X 2,2" H wlo Mount + Weight -3lbs, Power + 15-30 VOC Environmental + Operating 0"1:0 50"C (32"to 122"F) + Storage -40" to 66'C (-40" to 1 51°F) + Humidity 0 to 90 % non"condensing Compliance + FCC Part 15A, UL 1950 MOOULE INC. Form W .. g {Rev. Oclober 2007) Request for Taxpayer Identification Number and Certification Give form to the requester. Do not sond to tho IRS_ ~i $ Tfe.ilsurv on your income lax [ I~C~hlll''.:'k'!air1p'''p''-ro~plJ;r'~o,:''e~b~o'''"cr:O~_'' . .t.,'-nd~'~V'~dU~'-lf-s-o-'-e-p-ro-p-r'e-to-r--=O=-c-o-r-p-or-.'-'o-n--:o=--p-.-rt-ne-"-h-'P-------------TI--------­ ~ Umlled UablDly company. Enter the tax classlflcation {D=disregardl3d entity, C=corporation, P",parlnership} ,.. "Q..... 0 ~:;:t Requester'S name and Enter your TIN in the appropriate box. The TIN provided musl match the name given on Une 1 to avoid backup withholding. For individuals, this is your social security number (SSN). However, for a resident alien. sale proprietor, or disregarded entity, see the Part I instructions on page 3. For other entities, it is your employer Identification number (EIN). If you do not have a number, see How to get a TIN on page 3, Social sacurity number or Note. If the account is in more than one name, see the chart on page 4 for guidelines on whose Employor Identification number number to enter, 26 2485006 'Wi 18 _ Certification Under penaltles of perjury, I certify that: 1, 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, I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) t ~1ave not been noli/ied by the Internal Revenue Service (IRS) ihat I am subject to backup withholding as a result of a failure to report an interest or dividends, or (c) the IRS has notified me that I am no longer subject to backllp withholding, and 3, I 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 !o report aJllnterest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an iOdividual retirement arrangement (!RA). 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 Here General Instructions Section references are to the Internal Revenue Code unless otherwise noted. Purpose of Form A person who is required to fife an information return with the IRS must obtain yOUI' 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. Date .... Definition of a V,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 301.7701-7). 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 1rade or business In the United States, provide Form W-9 to the partnership to establtsh 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, 10231X Form W-9 (Rev. 1O~2007)