TO: Mayor and Commission AGENDA DATE: 9/4/2024
FROM: City Manager AGENDA ITEM: 4 - B
SUBJECT:
Title
Request to approve award of RFP#24014 for a Time and Attendance Solution to Andrews Technology HMS, Inc.
Strategic Goal: Effective Governance and Productive Government
Body
LOCATION:
Citywide
COST:
$48,455
SOURCE OF FUNDS:
Capital 501 640100
ORIGINATING DEPARTMENT:
IT/Finance
POTENTIAL MOTION:
Recommendation
“I move to approve the award of RFP#24014 for a Time and Attendance Solution to Andrews Technology HMS, Inc. at a total cost not to exceed of $50,000 for fiscal year 2023/2024.”
END
BACKGROUND:
Background
Staff solicited proposals from firms to provide a Time and Attendance Solution for the City. Five responses were received. Proposals were completely reviewed and scored by the Selection Committee members below:
• Julia Johnson, Deputy Finance Director,
• Rachel Wheaton, Financial Systems Manager
• Robert Cordero, IT Director
• Asheli Bragg, Payroll Administrator
The Selection Committee then met to discuss their scoring of the responses and requested confirmation from the top three highest scoring firms that our current badges would work with their clocks. All firms confirmed that they would. A second Selection Committee meeting was held and the Committee came to a consensus on recommending award to Andrews Technology HMS, Inc. The City has budgeted $50,000 for this fiscal year for Phase 1 and $50,000 will be budgeted for next fiscal year for remaining clocks and services and an estimated $30,000 for cabling and installation. The 2023/2024 fiscal year costs are as follows:
Fiscal Year 2023/2024 -
Application Software $10,080
Implementation $16,500
Hardware Maintenance $ 2,275
Hardware (7 clocks for testing) $19,600
$48,455
End