Request for Information (RFI) for Time Data Collection Solutions

The Office of Innovation and Technology (OIT) of the City of Philadelphia just released a Request for Information (RFI) for Time Data Collection Solutions.

Statement of Purpose

The City of Philadelphia (“City”), through the Office of Innovation and Technology (OIT), is seeking information about modern time data collection solutions and integration of those solutions with existing City systems. The City is also interested in understanding the options for migrating time collection solutions across the enterprise in its federated environment with highly varied job types. The City is seeking this information in anticipation of posting one or more requests for proposal (RFPs) to provide solutions to meet the needs of the City’s various organizational units. The City is open to nearly any solution including, but not limited to, wired and wireless time collection tools, such as PC/Web, badge cards readers, Telephone / IVR, mobile devices, biometrics, etc.

Goals

Through this RFI, the City is seeking to:

  • Understand the current time data collection offerings in the marketplace and the capabilities and price point of those offerings
  • Understand the challenges faced by organizations comparable to the City that have recently implemented time data collection solutions
  • Understand the business value of implementing modern time data collection solutions
  • Learn about good and best practice approaches to implementing time collection solutions

Background

Working environments and time management needs vary greatly for the City’s approximately 27,000 employees. Many City employees operate within more than 2,500 locations around Philadelphia and many operate outside of an office space. City employees use a variety of time data solutions to record their working hours, recording starting and ending times, breaks, and work assignment (e.g. projects, working roles, etc.). The City currently has approximately 100 time collection devices in place, used by nearly 3,200 employees.

Deadlines

Questions

Deadline for questions, requests for clarification or requests for additional information October 26th, 2015, 5:00 PM (Local Philadelphia Time).

Submission

Deadline for submission is November 2nd, 2015, 5:00 PM (Local Philadelphia Time).

Review the Request for Information (RFI) for Time Data Collection Solutions to learn more about this opportunity.

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One comment on “Request for Information (RFI) for Time Data Collection Solutions
  1. Below are questions and answers to inquiries submitted for this RFI:

    *General Clarification*

    The Time Data Collections Solutions Request for Information (RFI) posted by the City of Philadelphia (“the City”) is not a request for proposals (RFP). The RFI is seeking information that can be used for planning future acquisition(s) and implementation(s) of solutions. The City employs several procurement mechanisms to acquire and implement tools and solutions including RFPs and competitive bids. The Time Data Collection Solutions RFI is not a commitment to pursue any particular procurement mechanism. The RFI is also not a commitment to pursue procurement in any particular timeframe. Information attained through the RFI should enhance the City’s ability to design and plan an approach to meet its needs should the City decide to do so in the future.

    *Clarifying Quantities*

    Q: How many employees will be tracked on this system? Is the number 3200 accurate?

    A: The RFI refers to “nearly 3,200 employees” and, in a list of current implementations by Vendor, specifies an approximate total of 3,117 employees. These numbers represent current implementations. Should the City decide to pursue implementation of time data collection solutions in the future, it is not unreasonable to expect that the precise number of employees required to use time data collection solutions might change between now and that time.

    Q: How many supervisors/managers/administrators will need access to the system to make approvals, edits or run reports?

    A: The RFI refers to “nearly 3,200 employees” and, in a list of current implementations by Vendor, specifies an approximate total of 3,117 employees. These numbers represent current implementations. Should the City decide to pursue implementation of time data collection solutions in the future, it is not unreasonable to expect that the precise number of employees required to use time data collection solutions might change between now and that time.
    Specific numbers for supervisors, managers, and administrators is not available at this time. However, typical employee to supervisor/manager ratios include 20-to-1, 15-to-1, and 10-to-1. Given these three model ratios, estimated numbers of supervisors and managers could range from 150 to 200 to 290.

    Q: Should we quote on 100 time clocks?

    A: The RFI refers to “approximately 100 time collection devices in place” . These numbers represent current implementations. Should the City decide to pursue implementation of time data collection solutions in the future, it is not unreasonable to expect that the precise number of devices required might change between now and that time.

    Q: What type of time clocks are desired? Proximity Card Swipe? Pin Entry? Biometric Finger? Biometric Hand?

    A: The City does not currently have a single preferred type of time data collection device. Per the RFI, there are currently Swipe, Web Punch, and Biometric solutions in place at present.

    *Technical Constraints and Architecture*

    Q: Do the time clocks need to communicate through Standard Ethernet? Power Over Ethernet? Or Wireless?

    A: The City does not place any specific constraints on how devices must communicate other than to say that connectivity between time data collection solutions and other City systems.

    Q: Is it desired to have the system installed locally on the City’s servers (Customer Hosted)? Or installed on our servers (Vendor Hosted)?

    A: The City has no declared preference for hosting all components of time data collection solutions on- or off- premise. However, the City’s enterprise IT practices include a preference for cloud hosted and managed solutions.

    Q: Is there any other system which the Time & Attendance system will need to integrate with other then OTL?

    A: Oracle Time and Labor (OTL) is the only system that time data collection solutions will be required to integrate with at present.

    *Functionality*

    Q: Will any employees need to use the time and attendance system to do any of the following at either a smart phone or a computer?

    •View schedule?
    •View Timesheet?
    •See balance of sick/vacation/personal days?
    •Request time off electronically?

    A: Requirements have not yet been defined to this level. Respondents are required to provide details regarding key features and pricing models of solutions.

    *Post-RFI Concerns*

    Q: I would like to know if funding has been secured/requested for this project and if so, through what source(s)/fiscal years?

    A: Funding has not yet been secured/requested for this project. The responses to this RFI will aid the City in determining how best to move forward, including gauging funding needs.

    Q: Can you provide any sort of time frame for the potential acquisition of the solution(s)?

    A: Per the RFI, the City expects to complete the OTL implementation and a review of responses to this RFI prior to the release, approval, and award of an RFP for time data collection solutions. Beyond that, the City has no definite timeframe for implementing new or upgrading existing time data collection solutions.

    Q: If the agency [the City] decided to move forward with a procurement, would separate solicitations be released or would a vendor be selected from RFI responses?

    A: Separate solicitations would be required should the City decide to move forward with a procurement.

    Q: Do you have any sort of timeframe for which the agency [the City] may know what solution(s) will be acquired to achieve the overall goal of this effort?

    A: Per the RFI, the City expects to complete the OTL implementation and a review of responses to this RFI prior to the release, approval, and award of an RFP for time data collection solutions. Beyond that, the City has no definite timeframe for implementing new or upgrading existing time data collection solutions.

    Additionally, the goals of this RFI are about understanding and learning as specified in the original posting.

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