workforce management system - the rfp database (rfpdb)

COUNTY OF VENTURA GENERAL SERVICES AGENCY

PROCUREMENT SERVICES 800 S. VICTORIA AVE.

VENTURA CA 93009-1080

REQUEST FOR PROPOSAL No.5483

for

WORKFORCE MANAGEMENT SYSTEM

Issued: APRIL 15 2009 Due: MAY 14, 2009

Table of Contents Section 1.0 General Information and Scope of Work 1.1 Introduction/Purpose 6 1.2 General Requirements 6 1.2.1 General Requirements 7 1.2.2 Manufacturer Characteristics 7 1.2.3 System Functionality 8

1.2.4 System Cost 8 1.2.5 Support/Training/Documentation 8 1.2.6 Processing Environment 9 1.2.7 System Flexibility / Expandability

9 1.2.8 System Integration 10 1.2.9 Implementation Approach 10

1.3 Background Facility Statistical Summary 10 1.4 System Overview 12 1.5 Performance Bond 13 1.6 Action Dates 13 1.7 Questions Regarding RFP 14 Section 2.0 Instructions to Offerors/Rules Governing Competition 2.1 Submittal Deadline 15 2.2 Proposal Response 16 2.3 Modification of Proposals 16 2.4 Opening of Proposals 16 2.5 Examination of the Request for Proposal 17 2.6 Proposal Validity 17 2.7 Proposal Content / Format 17 2.7.a Cover Letter/Signature on Proposal 18 2.7.b Company Profile and Qualifications 18 2.7.c Personnel Qualifications 19 2.7.d Financial Statement 20 2.7.e References 20 2.7.f Offeror Understanding 20 2.7.g Requirements 21 2.7.h Compliance with County Standard Contract Term And Conditions 22 2.7.i Compensation 23 2.7.j Payment Terms 24 2.8 Costs Incurred in Responding 24 2.9 Addenda 25 2.10 Nomenclatures 25 2.11 Confidential and Proprietary Data 25 2.12 Commitments, Warranty and Representations 26 2.13 Proposal Validation / Evaluation Award 26 2.13a Validation 26 2.13b Evaluation 26 2.13c Award 27

2.14 Presentations 29 2.15 Site Visits 29 2.16 Additional Information 29 2.17 Errors / Defects in Proposals 29 2.18 Rejection of Proposals 30 2.19 Cancellation of RFP 30 2.20 Protest Procedures 30 Section 3.0 Requirements / Scope of Work 3.1 Requirements for System Processing and Environment 32 3.1.1 Technical Hardware Characteristics 32 3.1.2 Technical Software Characteristics 33 3.2 Integration 35 3.3 System Acceptance 37 3.3.1 System Acceptance 37 3.3.2 Lemon Provision 37 3.3.3 Security 38 3.3.4 Reporting 38 3.4 Implementation Approach Timeline Staffing 39 3.5 Support, Maintenance and Warranty Requirements 39 3.5.A System Documentation 39 3.5.B System Maintenance 40 3.5.C Hardware Maintenance 40 3.5.D Warranty 40 3.6 Contractual Questionnaire 41 3.6.A System Performance 41 3.6.B Contractual Obligations 42 3.7 Business Continuity Plan 44 3.8 Permits 44 3.9 Insurance Requirements 44 3.10 Non-Collusion 44 3.11 Exclusivity 45 3.12 Piggyback Agreement 45 3.13 Performance Bond 45 Section 4.0 County of Ventura Standard Contract 4.1 Scope of Work 46 4.2 Compensation 46 4.3 Performance Period 46 4.4 Term 46 4.5 Site Preparation 46 4.6 Installation and Delivery Dates 47 4.7 Acceptance Testing 48 4.8 Training 49 4.9 Documentation 49 4.10 Warranty 49 4.11 Patent and Copyright Protection 50 4.12 Date Compliance 50 4.13 Title to Equipment 51 4.14 Force Majeure 51 4.15 Hold Harmless 52

4.16 Insurance Provisions 52 4.17 Taxes 53 4.18 Independent Contractor 53 4.19 Contract Monitoring 53 4.20 Equal Opportunity 54 4.21 Investigation and Research 54 4.22 Termination 54 4.23 Rights in Data 54 4.24 Ownership of Licensed Product 54 4.25 Source Code Escrow 55 4.26 Addenda 55 4.27 Confidentiality 55 4.28 Rights and Remedies of County for Default 56 4.29 Notices 56 4.30 Governing Law 57 4.31 Severability of Contract 57 4.32 Cumulative Remedies 57 4.33 Compliance With Laws 57 4.34 Miscellaneous 57 Proposal Form 59 Cost Schedule 59 A. System Hardware 59 B. Application Software 59 C. Services 59 Contract Bonds 61 Surety Bond Performance 62 Attachment “A” Non-Collusion Affidavit 64 Attachment “B” I.A General Functional Requirements 65 I.B Specific Functional Requirements – Time and Attendance System 67 I.B.A Data Entry Devices / Methods 67 I.B.B System Configuration 68 I.B.C Supervisory Capabilities 68 I.B.D Tracking 69 I.B.E Reporting 71 I.B.F Management Reporting 73 I.B.G Interfacing 74 I.B.H Data Retrieval / Archival 75 I.B.I System Security Various Levels of Access & Approvals 75 II. Functional Requirements A. Requirements 76 B. Pay Rules Engine 76 C. Approvals 78 D. Time Card Edits 78 E. Premiums and Differentials 79 F. Manager Reporting 80

G. Employee Self Service 81 H. Web Time Entry 84 I. Schedule and Staffing 86 J. Labor Productivity Management 90 K. Analytics 95 L. General 95 M. Employee Data 96 N. Compensation 97 O. Benefits 98 P. Security, Access & Edits 98 Q. Reports, Forms & Printing 99 R. Interfaces, Remote Access, and On-Line Help 99 S. History, Data Backup and Recovery, Security, Integration 100 T. Reports, Forms & Printing 101 U. Remote Access and On-Line Help 102 HIPAA Business Associate Agreement 103 I. Definitions 103 2. Obligations of Business Associate 104 3. Termination 105 4. Amendment to Comply with Law 106

County of Ventura RFP No. 5483 GSA/Procurement Services Workforce Management System

SECTION 1.0 GENERAL INFORMATION AND SCOPE OF WORK

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1.1 Introduction/Purpose The County of Ventura (hereinafter referred to as County) invites your organization to submit a written proposal to provide an integrated web base workforce management solution. Proposals shall be due no later than 3:00 p.m. (PST) on May 14, 2009 for the furnishings of a workforce management system in accordance with the attached Terms and Conditions, Instructions to Offerors which by this reference are made a part hereof. Offerors shall be skilled and regularly engaged in the general class or type of work called for in the solicitation documents.

The purpose of this RFP is to gather enough information to determine the degree to which your system(s) meet the functional and technical needs of the County of Ventura Healthcare Agency. Offerors shall be skilled and regularly engaged in the general class or type of work called for in the solicitation documents. Proposing companies must have a minimum of five years experience in the Healthcare/Hospital industry. Software packages that require significant enhancements will not be considered. Specific questions are included in Section III Requirements of this RFP. Your response to these questions must be complete, as the will become part of any contractual agreements. We appreciate the investment of time and resources the vendors are making by participating in this process. The review of your product and services will be based primarily on your response to this RFP and the Offeror demonstrations.

The County understands that due to rapid changes in technology, there may be advances not addressed by this proposal. County will consider systems that meet the intent of the RFP as indicated above but that may be outside the technical specifications, and encourages such submission.

1.2 General Requirements

The County of Ventura Health Care Agency (HCA) needs a system to capture time at various stations in the Ventura County Medical Center (VCMC) by other methods than manual time cards (i.e. swiping ID cards, etc.). The system needs to incorporate scheduled paid time off and assigned incentives based upon location and job assignments for cost accounting. Special rules will be needed to identify payment for holiday overtime calculations and exceptions. The resulting time captured will need to be reviewed and approved online by managers and interfaced into the County’s Payroll/Time and Labor System (Peoplesoft). The system must allow for development of reports as desired by management. Rule changes for incentive pay and exceptions must be simple to configure



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as labor agreements change over time. Pricing should allow for future expansion of time capturing stations to other physical locations.

1.2.1. a. The organization is interested in implementing proven systems to facilitate efficient communication and sharing of data among administrators, physicians, nursing, financial, and ancillary department personnel. b. The systems should have built-in, comprehensive, user-level data security features, which provide assurance that information can be accessed and modified only by authorized representatives. c. The Offeror shall be willing to contractually commit to the contract points identified in the contract requirement section of this RFP.

1.2.2. Manufacturer Characteristics

a. The Offeror shall be able to provide support personnel with the appropriate functional and technical expertise who are readily available to support the client in a 24x7 manner. b. The Offeror has a reputation for financial stability and experience with other organizations similar to ours in terms of size, scope of operations, complexity, and transaction volumes. c. The Offeror has established an existing base of customers who are satisfied with the Offeror's entire proposed system(s) and/or applications. d. The Offeror is fully committed to the ongoing support of its products and services in an attentive and timely manner. e. The Offeror offers a maintenance agreement to monitor system performance and provide modifications requested by The County of Ventura in care of the Ventura County Healthcare Agency. f. The Offeror is fully committed to the health care industry concerning breadth of product base, product development plans, and research and development expenditures.



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1.2.3. System Functionality a. The Offeror currently provides a high percentage of the functions and features outlined in the Functional Requirements section (ATTACHMENT A) of this RFP without major modification/customization. b. The functions deemed most important by the Hospital are met by the existing production version of the application software.

1.2.4. System Cost

a. One-time costs, including hardware, software, implementation, integration, and any ongoing fees, are reasonable and commensurate with the benefits provided by the systems. b. Any recurring costs are reasonable (i.e. routine maintenance, system modifications, license fees, etc.)

1.2.5. Support/Training/Documentation

a. The Offeror provides detailed technical and functional training and support to the appropriate personnel. b. The system(s) are user-friendly (e.g., menu-driven screens, help screens, easy-to read screens/reports, and user-defined and maintained parameters). c. The system(s) should be easy to use by professional and nonprofessional personnel who are not skilled in data processing. The ease of use and speed of the system(s) should allow improved efficiency in the performance of routine tasks. d. The system(s) should not require a long and complicated training process for the personnel who will be using it. e. The Offeror provides complete system and user documentation that is well written and clearly indexed. f. The Offeror has developed the following system documentation:

o Systems operations manuals o Technical/operations system manuals o User manuals o Installation manuals



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g. The system and user documentation updates including customizations, internet and intranet access, are provided in a timely manner.

1.2.6. Processing Environment a. The required hardware and systems software are consistent throughout the Offeror product line. b. The system(s) meet the processing requirements in terms of transaction volumes, response time, throughput, downtime, etc. c. The system(s) are timely and reliable, with no significant amount or frequency of system downtime and should enhance the flow of information to facilitate user and patient satisfaction. d. The Offeror has systems support personnel with the appropriate functional and technical expertise who are readily available to support the client. e. Controls are included that help ensure the integrity and protection of all data entered into the system. f. The system(s) provide the ability to backup and completely restore the entire

application and all data. g. The system(s) offer business continuity redundancy for both hardware and

software components.

1.2.7. System Flexibility/Expandability a. The system(s) can be easily modified to accommodate specific functional requirements within each department of the organization. b. The system(s) can be expanded to accommodate future growth in the information systems requirements of the entire organization. c. The user has the ability to create ad hoc reports of all fields stored in the database(s). d. The system(s) are parameter-driven and allow for user-defined fields which may be used in computations. e. The package can be easily maintained and modified by the organization.



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1.2.8. System Integration a. The Offeror is willing to commit to using the HL7 standards that have been established. b. The system(s) have the ability to integrate with present hospital systems and other specific ancillary systems using the HL7 standards. c. The system(s) can operate in a LAN or WAN environment. d. The system(s) can download information to PCs in multiple formats.

1.2.9. Implementation Approach

a. The Offeror uses a proven methodology to conduct systems implementation tasks. b. The Offeror has the flexibility to provide all necessary resources required to implement the proposed systems in accordance with the time line established by the facility, while providing minimum disruption to the normal operations. Provide a response of whether your company would accept or would require modification to section 1.2.1 through 1.2.9. Should your company provide a modification, please explain in detail your reason for modification.

1.3 Background Facility Statistical Summary:

FISCAL YEAR ENDED JUNE 30, 2008 Facility VCMC

ACUTE VCMC PSCH

SANTA PAULA TOTAL

1. Number of employees

1,726

2. Number of nursing staff (RNs, LPNs, aides, secretaries)

628 68 104 800

3. Full time equivalents

973.7 101.3 115.7 1,190.7

4. Number of Earn Codes

200+



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5. Number of OR suites

6 2 + (1 GI LAB) 8

6. Number of nurse stations

12 1 6 19

The County of Ventura Health Care Agency (HCA) needs a system to capture time at various stations in the Ventura County Medical Center (VCMC) by other methods than manual time cards (i.e. swiping ID cards, etc.). The system needs to incorporate scheduled paid time off and assigned incentives based upon location and job assignments for cost accounting. Special rules will be needed to identify payment for holiday overtime calculations and exceptions. The resulting time captured will need to be reviewed and approved online by managers and interfaced into the County’s Payroll/Time and Labor System (Peoplesoft). The system must allow for development of reports as desired by management. Rule changes for incentive pay and exceptions must be simple to configure as labor agreements change over time. Pricing should allow for future expansion of time capturing stations to other physical locations.

Current interfaces from time entry (manual)

Vendor/ Application

Hardware Interface/Type Interface Description

Oracle - Peoplesoft HP9000 Batch data extract report extract

McKesson ANSOS HP DL380 None None



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1.4 SYSTEM OVERVIEW The diagram below represents interfaces currently in place

to help respondents identify existing system architecture.



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1.5 Performance Surety/Bond

A 100% performance bond shall be required of the successful Offeror to ensure satisfactory performance of the work. The bond shall be a corporate surety bond issued by a surety company authorized to do business in California. Bond requirements are discussed further in Section 3 of this RFP.

1.6 Action Dates

The following is an outline of the anticipated schedule for the proposal review and contract award. Schedule is subject to change:

Issue Request for Proposal (RFP) April 15, 2009 Last Day for Questions May 08, 2009 Proposals Due May 14, 2009 Evaluation-award TBD Start Work TBD

The Contractor shall not commence work until a meeting between representatives of the contractor and the County of Ventura is held. The meeting will be held at a County of Ventura site, at a time and date to be established.



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1.7 Questions Regarding RFP

All questions concerning this Proposal may be directed to Ernie Griego at (805) 654 3798 or email to [email protected].

Questions must reference the appropriate RFP page and section number, and must be submitted by the deadline set forth in Section 1.4. The County of Ventura will not respond to questions received after the deadline. The County of Ventura’s responses to offeror questions will be posted on the County of Ventura website. The County of Ventura reserves the right to amend answers prior to the offer submission deadline. Respondents must notify the County of Ventura of any ambiguity, conflict, discrepancy, exclusionary specification, omission or other error in the RFP by the deadline for submitting questions and comments. If a respondent fails to notify The County of Ventura of these issues, it will submit an offer at its own risk, and if awarded a contract: (1) shall have waived any claim of error or ambiguity in the RFP or resulting contract, (2) shall not contest The County of Ventura’s interpretation of such provision(s), and (3) shall not be entitled to additional compensation, relief or time by reason of the ambiguity, error, or its later correction.

Last day for questions is 3:00 P.M. (PST), Friday, May 08, 2009


SECTION 2.0 INSTRUCTIONS TO OFFERORS/RULES GOVERNING COMPETITION

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C:\DOCUME~1\MORENOM\LOCALS~1\Temp\XPgrpwise\RFP5483 Workforce Management rev 04.14.09final.doc

2.1 Submittal Deadline

Completed proposals should be sealed and clearly marked: Request for Proposal #5483, for Workforce management System, and must be delivered no later than 3:00 P.M. (PST) Thursday, May 14, 2009.

County of Ventura Procurement Government Center Hall of Administration/Lower Plaza 800 S. Victoria Avenue Ventura, Ca 93009-1080 Please submit one (1) original, marked as “MASTER” and Six (6) identical copies of the proposal. Envelopes containing the original and the copies should be marked in accordance with the directions found elsewhere in these instructions. If discrepancies are found between the copies, or between the original and copy or copies, the original "MASTER" will provide the basis for resolving such discrepancies. If one document is not clearly marked “MASTER", the County reserves the right to use the original as the Master. If no document can be identified as an original, bearing original signatures, proposal may be rejected at the discretion of the County.

Offerors are allowed to submit more than one proposal with different methods of meeting the RFP requirements. When Offeror submits more than one proposal, one proposal shall be marked “Base Proposal” and the others shall be marked “Alternate Proposal 1, Alternate Proposal 2, etc.” Each base proposal and each alternate proposal shall be submitted in accordance with the terms and conditions of the RFP. The County will not furnish additional packages, but offeror may reproduce the RFP to submit alternate proposals.

Offerors are responsible for making certain their proposals are received by GSA-Procurement on or before the Proposal Submittal Deadline. The receiving time in GSA-Procurement (address above) will be the governing time for acceptability of proposals. No oral, telegraphic, electronic, facsimile, or telephone proposals or modifications will be considered.



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2.2 Proposal Response

Offerors must submit their proposals and all required information and forms by the submittal deadline. Proposals failing to provide complete information may be deemed non-responsive. Offerors should keep copies of their submittals for future reference.

Offerors who do not wish to respond but who wish to be kept on the mailing list must return their proposal forms or a written response indicating “No Proposal”. Include name and address of firm.

Offerors who fail to respond to proposal solicitations may be removed from the supplier mailing list.

2.3 Modification of Proposals

Any Offeror who wishes to make modifications to a proposal already received by the County must withdraw his proposal in order to make the modifications. All modifications must be made in ink, properly initialed by Offeror’s authorized representative, executed, and submitted in accordance with the terms and conditions of this solicitation. It is the responsibility of the Offeror to ensure that modified proposals are resubmitted before the Submittal Deadline.

Offerors may withdraw their proposals, at any time prior to the due date and time,

by submitting notification of withdrawal signed by the offeror s authorized agent.

Proposals cannot be changed or modified after the date and time designated for receipt.

2.4 Opening of Proposals

Proposals will not be opened publicly but a list of the names of companies submitting proposals will be available within a reasonable time after the Submittal Deadline. Proposals will be made public and may be inspected at the time of award.



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2.5 Examination of the Request for Proposal

Offerors should carefully examine the entire RFP, any addenda thereto, and all related materials and data referenced herein or otherwise available to offeror.

Offeror shall be presumed to be familiar with all specifications and requirements of this RFP. The failure or omission to examine any form, instrument or document shall in no way relieve offerors from any obligation with respect to this proposal.

2.6 Proposal Validity

Proposals submitted hereunder shall be firm for ninety (90) calendar days from the due date unless otherwise qualified.

2.7 Proposal Content/Format

To be considered responsive, proposals should address all items identified in this section.

Please note: Some items require that the offeror provide a detailed response and/or attachments.

Furthermore, proposals should be prepared in such a way as to provide a straightforward and concise discussion of the offeror’s ability to provide the services that can best satisfy the requirements herein and the needs of the County. Elaborate or unnecessarily lengthy documents are discouraged. Emphasis should be concentrated on conformance to the RFP instructions, responsiveness to the RFP requirements and on completeness and clarity of content. In order to facilitate evaluation and comparison, proposals should be submitted in the format described in this section. Format instructions must be adhered to; all requirements and requests for information in the proposal must be responded to; all requested data must be supplied.



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Answer on 8 1/2" X 11" sheets. Assemble your proposal in the following order. Present your proposal response in the order that the items are listed, identifying each response by the number. Submit 1 (one) original and 6 (Six) copies of your proposal. To conserve resources we ask that proposals be submitted on 30% post consumer paper and be duplexed when possible. In addition, Offeror shall submit one (1) copy of proposal response in an electronic format, Word doc. And PDF format on a CD.

a. Cover Letter/Signature on Proposal A cover letter, which shall be considered an integral part of the proposal, shall be signed by individual(s) who is/are authorized to bind offeror(s) contractually. The signature(s) must indicate the classification or position that the individual(s) hold in the firm. The cover letter shall designate a person or persons who may be contacted during the period of evaluation with questions or contract issues. Include name(s), title, address, telephone number, fax number and email address.

b. Company Profile and Qualifications

Offeror must provide a company profile. Information provided shall include:

a. Company ownership. If incorporated, the state in which the company is incorporated and the date of incorporation. o Organization Chart o Brief description of organization, Size, applications installed. o Interfaces to/integration with other systems, names of systems and

vendor’s o Brief description of your company’s involvement in the health care

field. b. Location of the company offices. c. Location of the office servicing any California account(s). d. Number of employees both locally and nationally. e. Location(s) from which employees will be assigned.



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f. Name, address, and telephone number of the Proposer’s point of contact for a contract resulting from this RFP.

g. Company background/history and why Proposer is qualified to provide the services described in this RFP. o Application and models installed o Dates of installation o Provide a list of all clients gained in the last three years, including date

each was gained. What is the perceived reason for the change in vendors? Which vendor was replaced by your system?

h. Length of time Proposer has been providing services described in this RFP. Please provide a brief description.

i. Proposer’s Dun and Bradstreet number. j. Proposer’s bank of record.

Offeror must include in his proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Offeror or in which the Offeror has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any proposal. The County reserves the right to reject any proposal based upon the Offeror’s prior history with the County or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures.

c. Personnel Qualifications

1. Identify key personnel and their position within the organization.

Provide a resume detailing the experience, level of expertise and qualifications of the representative/manager and those individuals who will directly support and be involved in meeting the day to day requirements of the County.

If you plan to sub-contract work, you must indicate the name and address of each firm and the type of work or tasks they will perform. Identify the personnel to be assigned, their position, qualifications and representative



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experience. d. Financial Statement

Offerors must provide a current financial statement or latest annual report. Offerors shall make a definitive statement regarding their financial ability to perform the requirements hereunder. Sales Figures for fiscal year. Earnings for fiscal year. Dollars spent on health care systems research and development for next fiscal year.

e. References Offerors should provide a minimum of three (3) references from similar projects performed within the last three years. In addition include all local government (Southern California) references. Information provided shall include:

a. Client name; b. Project description; c. Project dates (starting and ending); d. Technical environment; e. Staff assigned to reference engagement that will be designated for

work per this RFP; f. Client project manager name and telephone number. g. Number of installed users of your proposed system, h. Number of users with 100+ number of beds.

f. Offeror Understanding

Offerors may include an understanding of the County's needs or any other information, deemed necessary, which may not be required in any other section of the RFP.

g. Requirements



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This section of the Offerors proposal will include: 1. Response to the requirements/specifications as listed Functional

Requirements in ATTACHMENT B.

Each functional requirement should be answered by one of the following letters:

M = Met Fully - The function is available and completely operational at hospital sites as part of your application software. C = Custom-Developed - The function will be custom- developed for the facility during installation. U = Under Development The function is planned for a future release. N = Not Available - The function is not available in the current software or future software releases, and will not be custom- developed.

VERSION OF RELEASE Indicate the current version of your software release referred to in offeror ‘s Response. DATE OF GENERAL AVAILABILITY For those features marked Custom-Developed or Under Development, provide a time line for development or an availability date for the scheduled release of the function. Any additional comments to this section should be cross-referenced to the appropriate feature/function.



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SYSTEM/PRODUCT NAME For each function marked Met Fully, Custom-developed, or Under Development, write the name of the module which supports this function.

The County reserves the right to evaluate all proposals solely on the basis of currently existing features,

2. Response on a point-by-point basis whether proposal is in

compliance with the requirements/specifications of the RFP (Section 3). Address each item in the order given, identify each response by item number. Submit a full explanation of, and justification for, any exemptions or deviations. Please note items will require submission of additional documentation.

h. Compliance with County Standard Contract Terms and Conditions

Successful Contractor will be required to enter into a written contract. Offerors shall review the County’s standard contract in Section 4, which shall form the basis for any contract entered into hereunder.

Contractor’s response shall state on a point-by-point basis whether proposal is in compliance with the terms and conditions in Section 4 of this RFP. Address each item in the order given; identify each response by item number. Any comments/exceptions to this contract must be included in your proposal. Precise substitute wording must be offered in place of the paragraph objected to. It is not sufficient to state merely that an exception is noted to a particular paragraph. Deviations considered excessive by the County may reduce or eliminate an Offeror.



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i. Compensation In this section, the Offeror shall provide costing information for the entire project - design, construction, and implementation. All Costs are to be stated as “fixed price” amounts. Proposal pricing shall include everything necessary for completion and fulfillment of the contract. All other costs must be detailed.

Service components (i.e. design, project management, installation, etc.) should be itemized by personnel, projected hours and duration of assignment or task.

* Software * Hardware.

* Project Management * Installation/Implementation * Customization/development * Training * Conversion of Records * Documentation * Other costs (please specify) * Software & hardware maintenance costs

* Other recurring costs (please specify)

Do not include tax, however Offerors must identify those items to which sales tax applies. Hardware/equipment pricing should be based on an F.O.B.: Destination. In addition, provide your company’s detailed pricing in Excel Spreadsheet with .xls extension in Excel 2000 or above

No additional charges (e.g., for transportation, out-of-pocket expenses,

Be thorough in defining all system costs associated with the system involved. If any costs differ when the hardware is not purchased through your company, specifically state this fact in your response and identify the pricing difference.



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For the cost schedule your company’s response should clearly identify all "one-time" and "monthly" costs per site. If necessary, complete a cost schedule for each hospital or group of hospitals (by number of time collection devices, # of workstations, etc.). Please indicate any price variations based on hospital size or volumes. Incomplete cost schedules will be estimated in order to provide an accurate comparison of similar quotations. Please reference any detailed calculations or supporting documentation.

j. Payment Terms

Customary terms are Net 30 for work performed. Offerors shall indicate their proposed payment terms. Discount for payment in less than 30 days may be considered in the evaluation. Offeror may provide a payment schedule based on performance of specific and measurable deliverables. The County will require a holdback of 20% of the contract monies until final acceptance and sign-off of project. In this section, Offerors shall indicate their proposed payment terms and identify and document a payment schedule that is tied to deliverables and acceptable performance.

2.8 Costs Incurred in Responding

The County of Ventura will not pay any costs incurred in proposal preparation, presentation, demonstration or negotiation, nor does it commit to procure or contract for any services. All costs of proposal preparation shall be borne by the offeror. It is understood that all proposals, inquiries, and correspondence relating to this RFP and all reports, charts, displays, schedules, exhibits, and other documentation will become the property of the County of Ventura when received by the County and may be considered public information under applicable law. The County assumes no liability for any costs incurred by offerors throughout the entire selection process.

2.9 Addenda



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The County will issue written addenda to make changes, additions, or deletions to this solicitation. Oral communications regarding this RFP will NOT be valid or binding, nor excuse the successful Offeror of any obligations hereunder, unless set forth in writing by the County. Addenda will be sent to all known Offerors. Offerors must acknowledge and return all Addenda on or before the Proposal Submittal Deadline. It is the responsibility of each Offeror to ensure the County of Ventura has their correct business name and address on file. Any prospective Offeror who obtained a copy of the RFP documents from any other source other than the County is responsible for advising the Procurement division that they have said documents and wish to receive subsequent Addenda. Offeror is also responsible for monitoring the County’s Procurement Services website for subsequent notices or Addenda.

2.10 Nomenclatures

The terms “Successful Proposer, Successful Contractor, and Contractor” may be used interchangeably in these specifications and shall refer exclusively to the firm with whom the (Agency) enters into a contract because of this solicitation.

The terms “Proposal/Solicitation/RFP” refer to all proposal documents and related addenda produced by the County and provided to prospective Offerors.

2.11 Confidential and Proprietary Data

All materials received relative to this RFP will be kept confidential, until such time an award is made or the RFP is canceled, at which time all materials received will be made available to the public. Proposals received will be subject to Government Code §6250, the Public Information Act. Offerors should mark information they consider proprietary or confidential in the event it is exempt from the requirements of the Act.

2.12 Commitments, Warranty and Representations



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The proposal submitted in response to this RFP will be included as part of the final contract. Offerors are cautioned that if a contract is awarded as a result of this procurement process, any written commitment by an offeror within the scope of this procurement shall be binding upon the offeror whether or not incorporated into a contract document. Failure of the vendor to fulfill any such commitment shall render the offeror liable for liquidated or other damages due the County under the terms of the Contract. For the purpose of this procurement, a commitment by a offeror includes:

Any modification of, or affirmation or representation as to the above, which is made by an offeror in or during the course of negotiation. Any representation by an offeror in a proposal, supporting document, or negotiations subsequent thereto as to services to be performed, regardless of the fact that the duration of such commitment may exceed the duration of the contract.

2.13 Proposal Validation/Evaluation/Award a. Validation

Proposals will be checked for the information required to conform with this

RFP. Absence of required information may be cause for rejection.

b. Evaluation

The successful offeror shall be chosen in accordance with, but not limited to, the following criteria:

1. Proven Performance

The offeror’s background, experience, and stability of their firm will be assessed. The evaluation will focus on the firm’s record of successful service and support to accounts of comparable size and environment. The ability of the offeror will be evaluated in terms of technical resources, staffing, staff experience and facilities.



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Client references will be contacted and their responses will become a part of the award/review process.

2. Support

Emphasis will be placed on the ability of the offeror to service and support the needs of the County. Organizational structure, staffing plan and offeror’s method for meeting the requirements of this RFP in the most efficient manner will be an important consideration.

3. Requirement/Specifications

The ability to meet the requirements/specifications outlined herein.

4. Cost

The Proposals will be evaluated on the basis of the offeror’s reasonableness of cost.

c. Award

Award will be made to the Offeror offering the most advantageous proposal after considerations of all evaluation criteria set forth herein. The criteria are not listed in any order of preference. An Evaluation Committee will be established by the County. The Committee will evaluate all proposals received in accordance with the evaluation criteria. The evaluation Committee may also contact and evaluate the Offeror’s and subcontractor’s references; contact any Offeror to clarify any response; contact any current users of an Offeror’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.

The County reserves the right to establish weight factors that will be applied to the criteria depending upon order of importance. Weight factors and



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summary of evaluation scores will not be released until after award of proposal. The County shall not be obligated to accept the lowest priced proposal, but will make an award in the best interests of the County after all factors have been evaluated. While the County intends to enter a contract for these services, it will not be bound to do so. The County reserves the right to reject any or all proposals.

The County shall be the sole judge of the successful offers hereunder. The County reserves the right to award a contract to other than the offeror submitting the lowest total price and to negotiate with any or all Offerors. Offerors are advised that it is possible that an award may be made without discussion or any contact concerning the proposals received. Accordingly, proposals should contain the most favorable terms from a price and technical standpoint, which the vendor can submit to the County. DO NOT ASSUME that you will be contacted or afforded an opportunity to clarify, discuss, or revise your proposal.

Award will be by means of a written agreement with the successful Offeror. A Notification of Intent to Award may be sent to any Offeror selected. Award is contingent upon the successful negotiation of final contract terms. Negotiations shall be confidential and not subject to disclosure to competing Offerors unless an agreement is reached. If contract negotiations cannot be concluded successfully, the County may negotiate with the next highest scoring Offeror or withdraw the RFP.

The County Board of Supervisors must approve all contracts resulting from this Request for Proposal if services exceed $100,000.



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2.14 Presentations

After the closing date and time for receipt of proposals, evaluation and proposal clarification shall commence. Offerors who submit proposals most responsive to County’s requirements may be asked to give an oral presentation of their proposal to County’s designated staff. Selected Offerors should be prepared to make their oral presentation within three (3) calendar days after notification and be prepared to discuss all aspects of their proposal in detail, including technical questions regarding the proposal. Offerors shall not be allowed to alter or amend their proposal through the presentation process.

2.15 Site Visits

The County reserves the right to schedule site visits to offeror’s facilities or a current operational site in order to assess the capability and ability of the offeror to fulfill the contract.

2.16 Additional information

If during the evaluation process, the County is unable to determine an offeror's ability to perform, the County has the option of requesting any additional information which the County deems necessary to determine the offeror s ability. The offeror will be notified and permitted five working days to comply with any such request.

2.17 Errors/Defects in Proposals

If discrepancies between sections or other errors are found in a proposal, the County may reject the proposal; however, the County may, at its sole option, correct any arithmetical errors in price.

The County may waive any immaterial deviation or defect in a proposal. The County s waiver of an immaterial deviation or defect shall in no way modify the RFP documents or excuse the offeror from full compliance with the RFP requirements, if awarded a contract.



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2.18 Rejection of Proposals

The County reserves the right to reject the Proposal of any Offeror who previously failed to perform adequately for the County or any other governmental agency within the previous 12 months.

The County reserves the right to reject the Proposal of any Offeror who submits false, incomplete, or unresponsive statements in a proposal.

The County reserves the right to reject the Proposal of any Offeror who is in default on the payment of taxes, licenses or other monies due the County.

The County reserves the right to reject a proposal containing errors or discrepancies.

2.19 Cancellation of RFP

The County reserves the right to cancel this solicitation at any time, prior to the submittal deadline.

2.20 Protest Procedures

To be considered, protests must be made in writing, signed by Offeror’s authorized representative, and delivered to the Ventura County Procurement Services Manager, GSA/Procurement, 800 S. Victoria Ave., Ventura, CA 93009-1080. The following conditions apply to proposal protest: a. Before Proposal Submittal Deadline. Protests of specifications, terms,

conditions or any other aspects of the solicitation must be made before the Proposal Submittal Deadline.

b. After Proposal Submittal Deadline. Protest of award must be made, by

Offeror, no later than five (5) calendar days after the aggrieved party knows or should have known the facts giving rise to the protest. All protests must include the following information:



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1) The name, address, and telephone number of the protestor;

2) The signature of the protestor, or protestor’s authorized

representative;

3) The solicitation or contract number; and

4) A detail statement of the legal and/or factual grounds for the protest.

The Procurement Services Manager reserves the right to refuse to hear protestors who have not followed the above procedures.

County of Ventura RFP No.5483 GSA/Procurement Services Workforce Management System

SECTION 3.0 REQUIREMENTS/SCOPE OF WORK

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The requirements described herein are considered reasonable to meet the County’s needs. Offeror having alternate proposals to meet these needs, may, after responding to the minimum requirements hereunder, offer alternate service levels for consideration by the County. 3.1 REQUIREMENTS FOR SYSTEM PROCESSING AND ENVIRONMENT

3.1.1 Technical Hardware Characteristics.

A. Describe in detail the processing hardware required by your system(s). Provide all of the significant technical data (i.e., memory, speed, capabilities, throughput, languages, noise level, site preparation, space requirements, electric/cooling requirements, etc.). This information should address all central site hardware, including:

1. Hardware a. CPU(s) b. Storage Devices c. I/O Devices d. Channels e. Memory f. Communications Equipment

2. Describe the expansion possibilities of the system:

3. Describe the network topology and protocols

supported by your system. 4. Does your system support client-server architecture?

If so, please describe how your system operates as a client-server (i.e., what processing is done on the client, and what processing is done on the server?)

5. Describe the LAN/WAN cabling options available,

including type, maximum lengths, etc.



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6. Describe processes available, update rules

capabilities, overtime accruals, and incentive payments

7. What options are available for time collection

devices? 8. What is the required memory storage to operate

system given volume? 9. Provide a complete description of the terminals and

printers required. Also describe your system(s) ability to use PCs as workstations. Provide brochures for each type.

10. Describe any other hardware components that may

be required.

3.1.2. Technical Software Characteristics. A. Describe in detail the processing software required by your

system. Provide all significant data including version, vendor, memory requirements, etc. 1. This information should address all system and

application software including: a. Operating System b. Server Operating System c. Workstation d. Application Software e. Network Communication Software f. Development Software g. Interface Engines h. Gateway I. Routers j. Bridges k. Relational Database Management System



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2. Describe the system development software/case tools.

B. System Control and Recovery Concepts.

1. Describe the system's processing schedule. 2. Provide a complete description of all back up and recovery

procedures associated with the system.

3. Provide a detailed description of the control and security features found in the system. 4. Identify the application software upgrade methodology. 5. Identify the effects on availability when updates to the operating system are released.

6. Can the update process occur automatically through network systems management software?

7. Describe updates in a vanilla vs. customizations.

8. Can routine incremental and archival backups occur with the users on-line? 9. Provide information on the database and file structures used by the proposed systems.

10. Please describe the relational database system, (if any) utilized by your system.

11. State the reasons why this RDBMS was selected over

similar RDBMS systems. 12. Can new data elements be added, as they are required



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without rebuilding the data schema and database? 13. Can this addition occur without reducing the performance of

the system? 14. What will be the effects on availability when updates to the

database system are released? 15. Identify a cost and floor space estimate for mirrored

database and storage systems. 16. Provide a network impact statement for this estimate.

17. Describe in detail the normal synchronization method used in the mirror (e.g. real-time, scheduled, on-demand, etc.) for the database system.

18. Are the mirrored storage or database systems fully

operational during synchronization? Please describe in detail the fail-over strategy used in the estimate

when a database/storage system or mirror fails." 19. Provide a network impact statement for this estimate. 20. Please describe in detail the fail-over strategy used in the

estimate when a database/storage system or mirror fails. How is data integrity maintained?

21. Describe impact to data during blackout’s or unscheduled

downtime. 3.2 INTEGRATION

To effectively support the vision of future systems, standards based communications/application protocols. Please respond to the following questions:



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a. Please describe your company's philosophy concerning the open

systems approach and the HL7 standards. b. Please describe your point-to-point interface solution for both ancillary

systems and devices. c. Please describe your system's ability to integrate using an interface engine solution. d. Please describe your system’s ability to integrate with the Peoplesoft

HRMS modules. e. For each interface noted below, list the specific Offeror systems which

your system has been integrated with to date. f. List any restrictions with Peoplesoft ‘s releases (version number). g. Existing and Future Integration Requirements

1. Existing systems. (List Existing Systems) 2. Compatibility specifically with Peoplesoft -

Interface in / Interface out 3. Compatibility with Scheduling System – Interface in / interface out

4. Specialized systems/other vendors (List Specialized Systems)

5. Instruments/equipment (Note Any Equipment Interface

Requirements) 6. Word processing 7. External Databases (List Any External Database Interface

Requirements)



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8. Future Systems (List Future System Interface Requirements) 9. Describe your system's ability to download/upload information

to/from: (List Required Computers) 10. Describe your system(s) ability to operate on a LAN

Please answer the questions above and concerning your installation approach. Following your answers to these questions, please attach sample work programs and bar charts for systems implementation. 3.3. SYSTEM ACCEPTANCE

1. Acceptance of the system will consist of verifying that the equipment and services meet the Acceptance Test Procedure

• Verification that the required equipment and services meet the RFP

requirements will be accomplished through an Acceptance Test.

• The Offeror will submit with the proposal a complete draft acceptance test addressing each requirement in the RFP.

• The County and Contractor will negotiate a final version of the acceptance test before the contract is awarded.

2. Lemon Provision

• Should a piece of equipment fail more than three times during the initial 30 days acceptance period, it will be deemed a “lemon”.

• Should a piece of equipment fail during any 60-day period from date of

installation, it will be deemed a “lemon”.

• Will the Offeror agree to supply free of charge such additional and/or new equipment and software to County as may be necessary to enable



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the equipment and software to pass the acceptance tests?

• Will the Offeror agree to the County accepting and retaining any such of the equipment and software as may be considered expedient at such reduced price as may be agreed between County and the contractor?

• Will the contractor agree that County can reject the equipment and software where it is not in accordance with the Contract?

3. Security

• Describe the system security features that provide user access and usage controls.

• Describe how the system provides security in the following areas:

1. Multiple Levels of System Security 2. Field Level Security 3. Functional Security 4. Database Security 5. Group Level Security 6. Report Security 7. Ability to Deactivate Terminals 8. Audit Trails 9. Unique Passwords

4. Reporting

a. Provide a list and example of all reports provided as “standard” with the system .



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b. What type(s) of report writer can be used with the system? c. How does your system support ad hoc reporting?

3.4 IMPLEMENTATION APPROACH TIMELINE STAFFING Please provide a sample of timeline for the type of implementation you are proposing. Show resources your company will provide and what resources Ventura County must provide. 3.5 SUPPORT, MAINTENANCE AND WARRANTY REQUIREMENTS CHECKLIST

1. Describe the support your company is capable of providing on a continuing basis (i.e. for system software and application software). 2. Describe the normal procedure for a user to follow when reporting a problem to the vendor. 3. Describe any "hot-line" type services that are available to users to report problems or ask questions. 4. Describe the problem escalation process. 5. Describe the method you use for charging for support services.

A. System Documentation 1. Does documentation provided with the system become the property of County? 2. Will you provide a full set of documentation at each location upon request? 3. Is the documentation available on-line? (Yes/No) 4. Are documentation updates provided at no additional cost? (Yes/No) In what format would documentation updates be provided (i.e. printed,



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electronically, both)?

B. System Maintenance 1. Describe the procedure for requesting application software changes. 2. Describe the internal support staff and skill levels required to maintain the system at each location (include analysts, programmers, operations, management, and clerical staff). 3. How does the purchaser apply updates/enhancements/fixes? 4. What documentation is provided with each update/enhancement/fix? 5. Do you allow access to source code by the purchaser? 6. Will the vendor(s) support the system if the user elects to not install the updates?

C. Hardware Maintenance

1. Define system performance and how you would measure response time. If the system is not performing at a reasonable response how would you correct the response issue. 2. Will the vendor provide a mechanism or procedure designed to verify that the agreed-upon performance requirements are met? 3. Who will perform the hardware maintenance?

D. Warranty

1. What is the vendor’s warranty for all system hardware components? 2. Will the vendor cover parts and labor in the warranty agreement? 3. Will the vendor agree to the warranty period starting on the earlier of successful completion of the acceptance test or first productive use of the system by County?



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4. Will the vendor provide a detailed description of their policy on software updates supplied during and after the warranty period, to include minor updates (patches), major updates, major revisions, etc.? 5. During the warranty period, can County reserve the right to require replacement of any component which does not maintain at least 80% availability during the 0500-1800 time period on weekdays for any one-month period? 6. After final acceptance, should the system become inoperative for longer than 48 hours due to a malfunction of equipment purchased from the vendor during the warranty period, will the vendor agree to extend the warranty period 48 hours plus 24 hours for every additional day that the system is inoperative? 7. Will the vendor agree that, failure of the system to meet agreed-to

specifications and parameters will automatically extend the warranty period of the total system by the amount of time it took for the system to be compliant with said specifications and parameters?

3.6 CONTRACTUAL QUESTIONNAIRE

A. System Performance

1. What percent of system up time will the contractor contractually commit to with the proposed configuration, excluding acts of God, scheduled downtime, and operator error? 2. What system response time will the contractor contractually commit to with the proposed configuration (response time is defined as the time from hitting the key, swiping an access card, etc until the next screen appears or an update takes place)? 3. Will the system configuration specified in this RFP be guaranteed to have sufficient storage capacity without performance degradation to retain time



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and attendance records for a specified period? What is the specified period? Assume a 5% annual increase staffing over the next five years. 4. Will the contractor agree to post a system performance bond? 5. What nightly batch processing time will the contractor contractually commit to for all applications?

B. Contractual Obligations

1. What guarantees and warranties does the contractor provide for the proposed system hardware and software? 2. What impact do software modifications have on warranties or guarantees? 3. Should the Contractor fail to deliver the system by a specified date, will our organization, unless it agrees in writing to extend this date, have the option to cancel this contract, and will any and all amounts paid by County be returned by the contractor? 4. Will the contractor agree to keep the source code in an escrow account and agree that, in the event it discontinues maintenance of the source code which operates the system or in the event of the involuntary dissolution of the contractor, the contractor will disclose to County all documentation of every kind and nature necessary or desirable in order to operate all aspects of the system? 5. Who has ownership of any enhancements made by or on behalf of County? 6. Will the contractor offer County a six-month termination clause? 7. Will the contractor undertake and agree to indemnify County against all damages and costs awarded in any suits, actions, or proceedings in which County is made a defendant for actual or alleged infringement



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upon any patent, registered design, registered trademark, or copyright resulting from the use of the system(s) that will be licensed? 8. Will the contractor, at its expense, defend and accept liability for any suit brought against County for patient harm resulting from the failure of the system to perform as specified? 9. Are future product releases included in the vendor’s support contract? 10. Will any discounts apply, on a percentage basis, to all future product release? If so, what percentage?" 11. Will the contractor guarantee that it will sell any upgrades or enhancements to the system at the lowest price being offered to any other customer of contractor? a. System Software:____________________________ b. Applications software: ________________________ 12. Will the County be allowed to extend the use of this system to any present or future health care facilities and/or related or affiliated organizations with County Name, including the offices of any physicians on County’s Name medical staff with no additional software licensing fee? 13. Can the County reserve the right to cancel and recover the cost of any paid contract good (item) or installation fees that has not passed County’s evaluation/acceptance criteria?

a. Will the contractor guarantee prices for system modules during the term of any contract reached? b. Will the Contractor guarantee the software license to County in perpetuity except in case of nonpayment by County. c. Will the contractor commit to an agreement governed by and construed in accordance with the laws of the state in which each



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hospital operates? 3.7 Business Continuity Plan

In the event of a natural, or man-made, disaster operations for the County and the vendor may be impacted.

Please describe your firm’s Business Continuity Plan. Explain how your firm has prepared to continue operations, and service/product delivery, in the event of an unforeseen emergency. Also, explain how your firm will provide assistance to the County should County operations be impacted by an unforeseen emergency. Please delineate any additional costs for these services in your response.

3.8 Permits

Unless otherwise provided herein, Contractor shall at his expense, obtain all permits and licenses and pay all charges and fees necessary for the performance of the contract, and shall give all public notices necessary for the lawful performance of the contract.

3.9 Insurance Requirements

Successful Offeror shall acquire and maintain at his/her own expense all insurance described in RFP Section 4, Item 11.

3.10 Non-Collusion

If there is reason to believe that collusion exists among the Offerors, the County may refuse to consider proposals from participants in such collusion. No person, firm, or corporation under the same or different name, shall make, file, or be interested in more than one proposal for the same work unless alternate proposals are called for. A person, firm or corporation that has submitted a sub-proposal to an Offeror, or who has quoted prices on materials to an Offeror, is not thereby disqualified from submitting a sub-proposal or quoting prices to other Offerors. Offerors shall submit with their proposal an executed Non-Collusion Affidavit – ATTACHMENT A.



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3.11 Exclusivity

The County is under no obligation to request, utilize or employ any certain extent or number of services, nor is the County restricted, by reason of this contract, from employing personnel for County’s incidental needs by contracting with other contractors/suppliers. Indicate your acceptance or modification.

3.12 Piggyback Agreement

Offeror may indicate on his Proposal Form that he will extend all prices, terms, and conditions of his proposal to any other public agency located in Ventura County. Offeror’s agreement or failure to agree to the “piggyback” agreement will not be a factor in award of proposal. All piggyback agreement with other agencies will be separate from and unrelated to any entered into hereunder by the County and the Successful Offeror(s). The County will incur no responsibility, financial or otherwise, for contracts made by the Successful Offeror(s) and other public agencies.

3.13 Performance Bond

A purchase order will be issued after receipt of insurance certificates. A Performance Bond will be required. The required Bond must be received at Ventura County General Services Agency Procurement within ten (10) consecutive calendar days of receipt of purchase order. See ATTACHMENT 2 for Contractor Bond Requirements.


SECTION 4.0 COUNTY OF VENTURA STANDARD CONTRACT

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This is a contract between the County of Ventura, hereinafter referred to as County, and * , hereinafter referred to as Contractor. The parties hereto agree as follows: 1. SCOPE OF WORK

Contractor will provide and install all system components (EXHIBIT ___) including all necessary installation material to provide a turnkey system that meets all terms, conditions, and specifications hereunder.

2. COMPENSATION

Payment shall be made on presentation of three copies of an invoice to the Ventura County ____________ for goods supplied and accepted by County's contract administrator according to the costs attached hereto as Exhibit ___ and according to the terms hereunder.

3. PERFORMANCE PERIOD

The Contractor shall install the computer system and software listed in Exhibit ___ ready for use on or before the Installation Date specified in Exhibit ___. Time is of the essence in this contract.

4. TERM

This Contract will be in effect for two (2) years with two one year option to renew subject to all the terms and conditions set forth herein. Time is of the essence in the performance of this contract. Continuation of the contract is subject to the appropriation of funds for such purpose by the Board of Supervisors. If funds to effect such continued payment are not appropriated, County may terminate this project as thereby affected and Contractor will relieve the County of any further obligation therefore.

5. SITE PREPARATION

a. If the system to be installed requires special environmental considerations, Contractor shall provide site preparation specifications for system listed in ___ within a reasonable time upon request by the County, unless such specifications have been included in the Contractor's proposal. These specifications shall be in such detail as to ensure that the system, if installed according to these specifications, shall operate efficiently, from an environmental point of view and properly from a functional point of view.



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b. The County may prepare a site plan showing the location of each item of system

listed in Exhibit ___ and detailing the associated electrical power and environmental control facilities. If requested, the Contractor will review and comment on the adequacy of the County's plan, and shall be permitted free access to the site for this purpose. Alternatively, the Contractor may prepare the site plan, and will be permitted free access to the site for this purpose.

c. The County will cause the site to be prepared in accordance with the Contractor's

written minimum site and environmental specifications, unless the Contractor has agreed to be responsible for such site preparation, on or before the Facility Readiness Date specified in ___.

d. Any subsequent alterations or modifications to the site which are directly attributable

to incomplete or erroneous specifications provided by the Contractor and which involve additional expense shall be made at the expense of the Contractor, to the extent that such costs would not have been incurred had the complete and/or correct specifications been initially provided.

6. INSTALLATION AND DELIVERY DATES

a. The Contractor shall install system listed in Exhibit ___ ready for use on or before the Installation Date specified in Exhibit ____. Time is of the essence in this contract.

b. The County shall provide the Contractor access to the site for the purpose of

installing the system prior to the Installation Date. The Contractor shall specify in writing to the County the time required to install the equipment.

c. The Contractor shall determine that the system is ready for use, and operates in

conformance with the contractor's published specifications. The Contractor shall then certify in writing that the system is installed and ready to be turned over to the operational control of the County. The Contractor shall also provide to the County appropriate documentation to support the above certification, at which time the County will accept control of the system for the purpose of validating its installation and performance.

d. Notwithstanding certification by the Contractor that the system has been installed

and is ready for use, the system shall not be deemed installed within the terms of this contract until such installation is confirmed by the County through performance



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of tests mutually agreed to by both parties as being adequate for this purpose.

If the test is successfully completed, the system shall be deemed installed and ready for use as of the date of the Contractor's certification. The County shall immediately begin acceptance testing of the system in accordance with the provisions of Paragraph 7, and shall notify the Contractor in writing, within five working days, that the County concurs that the system was installed.

If the Contractor fails to successfully complete the test, the County shall be notified immediately of the failure, with written confirmation to be provided in not more than five working days. Control of the system shall immediately be given to the Contractor. The system shall not be deemed to be installed until the Contractor re-certifies such installation and the above-described test is successfully completed.

7. ACCEPTANCE TESTING

Acceptance testing is intended to ensure that the system provided hereunder operate in substantial accord with Contractor's technical specifications, is adequate to perform as warranted by Contractor, and evidences a satisfactory level of performance reliability, prior to its acceptance by the County. The following test and/or verification procedure will be required prior to final acceptance of the equipment.

a. Verification Step One

All system components will be signed for by authorized County personnel. Such acknowledgement of receipt will be given when system is received without evidence of mishandling. Step One will provide proof of delivery of all contract deliverable items.

b. Verification Step Two

When each deliverable item is installed, it will be checked for completeness and when stand alone operation is practical; such an operational test will be made. Authorized representatives of Ventura County will sign off this test step. Non-system items such as documentation, training materials, etc., will be acknowledged as received.

c. Verification Step Three

Upon completion of installation, contractor will conduct a demonstration of the total system operation. This demonstration will be observed and successful compliance with the contract provisions will be acknowledged by authorized representatives of



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the County.

d. If the system does not meet the standards of performance discussed in Paragraph 6a within ninety days after the start of the acceptance testing, the County shall have the option to request a replacement system, extend the performance period or terminate the order (or portions thereof) and seek relief as provided in Paragraph 24, "Rights and Remedies of County for Default". The County's option shall remain in effect until such time as the system meets the performance criteria, or 180 consecutive days after the start of the acceptance testing, whichever occurs first.

e. System shall not be accepted by the County and no charges associated with such

system shall be paid by the County until the system has satisfactorily completed the acceptance tests.

f. Immediately upon successful completion of the acceptance tests, the County shall

notify the Contractor in writing of acceptance of the system and authorize payment as listed in Exhibit ___ attached hereto.

8. TRAINING

The Contractor agrees to provide informal, "hands-on" instruction to mutually agree upon County personnel in the operation of the equipment, at no additional charge to the County, at mutually agreeable times prior to, or subsequent to, system installation, for purposes of familiarization with all system operation.

9. DOCUMENTATION

The Contractor agrees to provide to the County, at no additional charge, a reasonable number of all non-proprietary manuals and other printed materials, and up-dated versions thereof, which are necessary or useful to the County in its use of the system to be supplied hereunder.

10. WARRANTY

Notwithstanding the contractor's system warranties as applicable, the Contractor shall warrant that all system supplied hereunder shall function in accordance with its published specifications for ___ days from date the County accepts the system. During such warranty period, all hardware/software repairs or deficiencies noted by the County shall be reported to the Contractor for resolve without any charge whatsoever to the County and within a reasonable period of time.



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11. PATENT AND COPYRIGHT PROTECTION

The Contractor, at its own expense, shall defend any action brought against the County to the extent that such action is based upon a claim that the system supplied by the Contractor, or the operation of such system pursuant to a current version of Contractor-supplied operating software, infringes a United States patent or copyright.

The Contractor shall pay those costs and damages finally awarded against the County in any such action. Such defense and payment shall be conditioned on the following:

a. That the Contractor shall be notified within a reasonable time in writing by the

County of any notice of such claim; and,

b. That the Contractor shall have the sole control of the defense of any action on such claim and all negotiations for its settlement or compromise.

Should the system, or the operation thereof, become, or in the Contractor's opinion are likely to become, the subject of a claim of infringement of a United States patent or copyright, the County shall permit the Contractor at its option and expense either to procure for the County the right to continue using the system, or to replace or modify the same so that they become non-infringing.

If, in the sole opinion of the County, the return of such infringing system makes the retention of other items of system acquired from the Contractor under this contract impractical, the County shall then have the option of terminating the contract, or applicable portions thereof, without penalty or termination charge. The Contractor agrees to take back such system and refund any sums the County has paid Contractor less any reasonable amount for use or damage. Such indemnity by the Contractor as to use of such system shall not apply to any infringement arising out of the use or in combination with other items where such infringement would not have occurred in the normal use for which the system was developed.

12. DATE COMPLIANCE Contractor shall warrant and represent that its hardware, software, firmware products

delivered or services provided under this contract shall be able to accurately process date data (including, but not limited to calculating, comparing and sequencing) from, into and between the twentieth and twenty-first centuries, including leap year calculations. Also, the contractor represents and warrants that all date calculations will be recognized and accommodated and will not in any way, result in hardware, software or firmware failure.



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The County of Ventura, at its sole option, may require the contractor, at any time, to demonstrate the procedures it intends to follow in order to comply with all the obligations contained herein. Contractor shall remedy any breach of this warranty. Remedies available to the County under this warranty shall include repair or replacement or any component or deliverable product within sixty (60) calendar days after non-compliance is discovered and made known to Contractor in writing.

The obligations contained herein apply to products provided by the supplier, its sub-contractor or any third party involved in the creation of the products to be delivered to the County under this contract. Failure to comply with any of the obligations contained herein, may result in the County availing itself of all its rights under the law and under this contract including, but not limited to, it’s right pertaining to termination or default.

The warranties contained herein are separate and discrete from any other warranties specified in this contract, and are not subject to any disclaimer or warranty or limitation of the suppliers liability which may be specified in this contract, its appendices, its schedules, its annexes or any document incorporated in this contract by reference.

Date compliance problems shall not be considered an act of God.

13. TITLE TO EQUIPMENT

Title to the EQUIPMENT (IF ORDERED HEREUNDER) shall remain in the Contractor until such time as the full purchase price and applicable taxes are paid to the Contractor.

14. FORCE MAJEURE

Except for defaults of subcontractors, neither party shall be responsible for delays or failures in performance resulting from acts beyond the control of the offending party.

Such acts shall include but shall not be limited to acts of God, fire, flood, earthquake, other natural disaster, nuclear accident, strike, lockout, riot, freight embargo, public regulated utility, or governmental statutes or regulations superimposed after the fact.

If a delay or failure in performance by the Contractor arises out of a default of its subcontractor, and if such default arises out of causes beyond the control of both the Contractor and subcontractor, and without the fault or negligence of either of them, the Contractor shall not be liable for damages of such delay or failure, unless the supplies or services to be furnished by the subcontractor were obtainable from other sources in sufficient time to permit the Contractor to meet the required performance schedule.



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15. HOLD HARMLESS

The Contractor will indemnify, defend and hold harmless the County of Ventura from all liability for any loss, damage, or injury to persons or property arising from or related to the performance of this agreement, including without limitation all consequential damages, whether or not resulting from the negligence of the County of Ventura or its agents and employees.

16. INSURANCE PROVISIONS.

A. Contractor, at its sole cost and expense, will obtain and maintain in full force during the term of this contract the following types of insurance:

1. Commercial General Liability "occurrence" coverage in the minimum amount

of $1,000,000 combined single limit (CSL) bodily injury & property damage each occurrence and $2,000,000 aggregate, including personal injury, broad form property damage, products/completed operations, broad form blanket contractual and $100,000 fire legal liability.

2. Commercial Automobile Liability coverage in the minimum amount of

$1,000,000 CSL bodily injury & property damage, including owned, non-owned, and hired automobiles. Also to include Uninsured/Underinsured Motorists coverage in the minimum amount of $100,000 when there are owned vehicles.

3. Workers' Compensation coverage, in full compliance with California statutory

requirements, for all employees of CONTRACTOR and Employer's Liability in the minimum amount of $1,000,000.

B. All insurance required will be primary coverage as respects COUNTY and any

insurance or self-insurance maintained by COUNTY will be excess of CONTRACTOR'S insurance coverage and will not contribute to it.

C. COUNTY is to be notified immediately if any aggregate insurance limit is exceeded.

Additional coverage must be purchased to meet requirements.

D. The County of Ventura, Its Boards, Agencies, Departments, Offices, Employees, Agents, and Volunteers are to be named as Additional Insured as respects work done by CONTRACTOR under the terms of this contract on all policies required (except Workers' Compensation).



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E. Contractor agrees to waive all rights of subrogation against the County of

Ventura, Its Boards, Agencies, Departments, Officers, Employees, Agents and Volunteers for losses arising from work performed by Contractor under the terms of this contract.

F. Policies will not be canceled, non-renewed or reduced in scope of coverage until

after sixty (60) days written notice has been given to the County of Ventura, Risk Management Division.

G. CONTRACTOR agrees to provide COUNTY with the following insurance

documents on or before the effective date of this contract:

1. Certificates of Insurance for all required coverage.

2. Additional Insured endorsements.

3. 60 Days Notice Cancellation Clause endorsement

Failure to provide these documents will be grounds for immediate termination or suspension of this contract.

17. TAXES

The County is exempt from Federal excise taxes and no payment shall be made for any personal property taxes levied on the Contractor or on any taxes levied on employee wages. The County will only pay for any State or local sales or use taxes on the services rendered or equipment, parts supplied to the County pursuant to this contract.

18. INDEPENDENT CONTRACTOR

This contract is for the professional services of Contractor and is non-assignable by Contractor without prior consent by County in writing. In performing these professional services, Contractor is an independent Contractor and is not acting as an agent or employee of the County.

19. CONTRACT MONITORING

The County shall have the right to review the work being performed by the Contractor under this contract at any time during County's usual working hours. Review, checking, approval or other action by the County shall not relieve Contractor of Contractor's responsibility for the accuracy and completeness of the work performed under this contract. This contract



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shall be administered by the County's contract administrator * or their authorized representative.

20. EQUAL OPPORTUNITY

Contractor will not discriminate against any employee, or against any applicant for such employment because of age, race, color, religion, physical handicap, ancestry, gender or national origin. This provision shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer, recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship.

21. INVESTIGATION AND RESEARCH

Contractor by investigation and research has acquired reasonable knowledge of all conditions affecting the work to be done and labor and material needed, and the execution of this contract is to be based upon such investigation and research, and not upon any representation made by the County or any of its officers, agents or employees, except as provided herein.

22. TERMINATION

Upon termination or other expiration of this contract, each party will assist the other party in the orderly termination of the contract and the transfer of all assets, tangible and intangible, as may facilitate the orderly, non-disrupted business continuation of each party. Prior to the expiration of this contract, this contract may be terminated for the convenience of both parties by mutual consent.

The County may terminate this contract under the provisions of paragraph 24, "Rights and Remedies of County for Default".

23. RIGHTS IN DATA The title to all original written material including programs, card decks, tapes, listing and other

programming documentation originated and prepared pursuant to this contract shall belong exclusively to the COUNTY OF VENTURA.

24. OWNERSHIP OF LICENSED PRODUCT

Licensor represents that it is the sole owner and copyright holder of the Licensed Product, or otherwise has the full right and authority to grant this license, and that neither this



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license nor performance under this Agreement does or shall conflict with any other agreement or obligation to which Licensor is a party or by which it is bound.

25. SOURCE CODE ESCROW

At Licensee’s option, Licensee may be added as an additional beneficiary to Licensor’s Source Code Escrow Agreement with __________________ [insert Escrow Agent Name] (“the Escrow Agreement”) at any time during the term of this Agreement which shall allow Licensee to escrow and, when appropriate, in accordance with the terms and conditions of the Escrow Agreement, recover, for the remaining term of the Agreement, the use of the Licensor’s Application Software, and Licensor Content, underlying code and related materials, in order to provide service continuity for Licensee and Authorized Users in accordance with and for the term of this Agreement. The escrow Agreement provides release conditions in the event that Licensor suffers a failure to do business in the ordinary course due to bankruptcy (or any similar related legal process),. Liquidation, dissolution, physical destruction of essential assets or substantial and material cessation of tits relevant business activity. In addition and subject to the foregoing, if Licensee receives the source code pursuant to the terms of the Escrow Agreement, Licensee shall have the right to modify the source code solely to allow the continued used of the Application Software in the ordinary course and only for the remaining term of the Agreement, if necessary. Licensee shall destroy any copies of the aforementioned software source code (including any compiled code) and any modifications thereto, at the expiration of the term of the Agreement.

26. ADDENDA

County may from time to time require changes in the scope of the services required hereunder. Such changes, including any increase or decrease in the amount of Contractor's compensation which are mutually agreed upon by and between County and Contractor, shall be effective when incorporated in written amendments to this contract.

27. CONFIDENTIALITY

Any reports, information, data, statistics, forms, procedures, systems, studies and any other communication or form of knowledge given to or prepared or assembled by Contractor under this contract which County requests to be kept as confidential shall not be made available to any individual or organization by Contractor without the prior written approval of the County except as authorized by law.

Contractor shall insure that such confidential information shall be kept confidential by their employees and/or independent subcontractors.



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28. RIGHTS AND REMEDIES OF COUNTY FOR DEFAULT

a. In the event any equipment, software, or service furnished by the Contractor in the performance of this contract should fail to conform to the specifications therefore, the County may reject the same, and it shall thereupon become the duty of the Contractor to reclaim and remove the same forthwith, without expense to the County, and immediately to replace all such rejected equipment, software, or service with others conforming to such specifications; provided that should the Contractor fail, neglect or refuse to do so the County shall thereupon have the right to purchase in the open market, in lieu thereof, a corresponding quantity of any such equipment, software, or service and to deduct from any moneys due or that may thereafter become due to the Contractor the difference between the price named in this contract and the actual cost thereof to the County.

b. In the event the Contractor shall fail to make prompt delivery as specified of any

equipment, software, or service, the same conditions as to the rights of the County to purchase in the open market and to reimbursement set forth above shall apply, except as otherwise provided in Paragraph 13, "Force Majeure".

c. In the event of the cancellation of this contract either in whole or in part, by reason of

the default or breach thereof by the Contractor, any loss or damage sustained by the County in procuring any equipment, software or service which the Contractor therein agreed to supply shall be borne and paid for by the Contractor.

d. The rights and remedies of the County provided above shall not be exclusive and

are in addition to any other rights and remedies provided by law or under the contract.

29. NOTICES

All notices required under this agreement shall be made in writing and addressed or delivered as follows:

TO COUNTY-

COUNTY OF VENTURA, GENERAL SERVICES AGENCY PROCURMENT SERVICES HALL OF ADMINISTRATION, LOWER PLAZA



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800 SOUTH VICTORIA AVENUE VENTURA, CA 93009-1080

TO CONTRACTOR-

Either party may, by written notice to the other, change its own mailing address. 30. GOVERNING LAW

The validity of this contract and any of its terms or provisions, as well as the rights and duties of the parties under this contract, will be construed pursuant to and in accordance with the laws of the State of California.

31. SEVERABILITY OF CONTRACT

If any term of this contract is held by a court of competent jurisdiction to be void or unenforceable, the remainder of the contract terms will remain in full force and effect and will not be affected.

32. CUMULATIVE REMEDIES

The exercise or failure to exercise of legal rights and remedies by the County of Ventura in the event of any default or breach hereunder will not constitute a waiver or forfeiture of any other rights and remedies, and will be without prejudice to the enforcement of any other right or remedy available by law or authorized by this contract.

33. COMPLIANCE WITH LAWS

Each party to this contract will comply with all applicable laws. 34. MISCELLANEOUS

This Contract along with the following documents, which are incorporated into this agreement by reference, hereto constitute the final expression of the agreement of the parties and supersedes any and all other contracts, either oral or written, between



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Contractor and the County of Ventura, with respect to the subject of this contract. This contract contains all of the covenants and contracts between the parties with respect to the services required hereunder. Contractor acknowledges that no representations, inducements, promises or contracts have been made by or on behalf of County except those covenants and contracts embodied in this contract. No contract, statement, or promise not contained in this contract will be valid or binding. This contract may not be altered, amended, or modified except by written instrument signed by the duly authorized representatives of both parties. In the event of an inconsistency in this contract, the inconsistency shall be resolved in the following order:

1) This Contract;

2) County of Ventura RFP #5427 3) Contractor’s proposal dated _____________.

County of Ventura RFP 5483 GSA/Procurement Services Workforce Management System

PROPOSAL FORM

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PROPOSAL FORM

This section provides County with a standard method of comparing the various costs associated with the proposed systems. Every attempt should be made to provide a realistic and meaningful expectation of costs, as it will be a key criteria used in selecting system(s). Be thorough in defining all system costs associated with the system involved. If any costs differ when the hardware is not purchased through your company, specifically state this fact in your response and identify the pricing difference. For the cost schedule, each response should clearly identify all "one-time" and "monthly" costs per site. If necessary, complete a cost schedule for each hospital or group of hospitals (by number of beds, etc.). Please indicate any price variations based on hospital size or volumes. Please reference any detailed calculations or supporting documentation. COST SCHEDULE Purchase Lease/License PRODUCT One-

Time Recurring One-

Time Recurring Cross

Reference A. SYSTEM HARDWARE 1. Hardware 2. Handheld Equipment 3. Time Collection Devices B. APPLICATION SOFTWARE 1. Time and Attendance data

collection system

C. SERVICES 1. Hardware Maintenance 2. Software Maintenance 3. Implementation and

Conversion Assistance

County of Ventura RFP 5483 GSA/Procurement Services Workforce Management System

PROPOSAL FORM

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Purchase Lease/License PRODUCT One-

Time Recurring One-

Time Recurring Cross

Reference 4. Training and Documentation 5. Integration/Customization

Costs

6. Costs to develop interface to Peoplesoft Time and Labor (VCHRP)

7. Cost to develop interface from current scheduling system (ANSOS) into proposed solution if proposed solutions does not provide adequate scheduling facilities

8. Cost to develop interface from VCHRP to Proposed scheduling system (interfaces hire transactions, terminations, etc)

9. Other Costs (please provide detail)

GRAND TOTAL:


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RFP # 5483

County of Ventura

CONTRACT BONDS

Before execution of the contract by the County, the Proposer shall file with the County a surety bond satisfactory to the County in the amount and for the purposes noted below. Bond shall be duly executed by a responsible corporate Surety, authorized to issue such bonds in the State of California and secured through an authorized agent with an office in California. The Proposer shall pay all bond premiums, costs, and incidentals. The bond shall be signed by both the Proposer and Surety and the signature of the authorized agent of the Surety shall be notarized. The Proposer shall provide a good and sufficient surety bond. The "Performance Bond" shall be for 100% to guarantee faithful performance of all work, within the time prescribed, in a manner satisfactory to the County, and that all materials and workmanship will be free from original or developed defects. Should any bond become insufficient, the Contractor shall renew the bond within 10 days after receiving notice from the County. Should any Surety at any time be unsatisfactory to the County, notice will be given to the contractor to that effect. No further payments shall be deemed due or will be made under the contract until a new Surety shall qualify and be accepted by the County. Changes in the work, or extensions of time, made pursuant to the contract, shall in no way release the Contractor or Surety from their obligations. Notice of such changes or extensions shall be waived by the Surety.


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Bond No. _______________ SURETY BOND

PERFORMANCE AND PAYMENT Whereas, the Board of Supervisors of the County of Ventura, State of California, hereinafter called "Agency," and

_____________________________________________________________________, hereinafter called "Principal" have entered into a contract whereby principal agrees to install and complete certain designated work, which said contract dated ________________, 200 , and identified as project ___________________ , Spec Number _____________ is hereby referred to and made a part hereof; and

Whereas, said principal is required under the terms of said contract to furnish a bond for the faithful performance of said contract. Now, therefore, we the principal and the undersigned, as corporate surety, are held and firmly bound unto Agency in the penal sum of Dollars ($__________________ ) lawful money of the United States, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, successors, executors and administrators, jointly and severally, firmly by these presents. The condition of this obligation is such that if the above bounded principal, his or its heirs, executors, administrators, successors or assigns, shall in all things stand to and abide by, and well and truly keep and perform the covenants, conditions and provisions in the said contract and any alteration thereof made as therein provided on his or their part, to be kept and performed at the time and in the manner therein specified, and in all respects according to their true intent and meaning, and shall indemnify and save harmless Agency, its officers, agents and employees, as therein stipulated, then this obligation shall become null and void; otherwise it shall be and remain in full force and effect.

And, whereas, under the terms of said contract, principal is required before entering upon the performance of the work, to file a good and sufficient payment bond with the Agency to secure the claims to which reference is made in Title 15 (commencing with Section 3082) of Part 4 of Division 3 of the Civil Code of the State of California.

Now, therefore, said principal and the undersigned, as corporate surety, are held firmly bound unto the Agency and all contractors, subcontractors, laborers, materialmen and other persons employed in the performance of the aforesaid contract and referred to in the aforesaid Civil Code in the like sum of _________________________________________ Dollars ($ ) for materials furnished or labor thereon of any kind, or for amounts due under the Unemployment Insurance Act with respect to such work or labor, or for any amounts required to be deducted, withheld and paid over to the Franchisee Tax Board from wages of employees of the contractor and his subcontractors pursuant to Section 18806 of the Revenue and Taxation Code, that said surety will pay the same in an amount not exceeding the amount herein above set forth, and also in case suit is brought upon this bond, will pay, in addition to the face amount thereof, costs and reasonable expenses and fees, including reasonable attorney's fees, to be awarded and fixed by the court, and to be taxed as costs and to be included in the judgement herein rendered. It is hereby expressly stipulated and agreed that this bond will inure to the benefit of any and all persons, companies and corporations entitled to file claims under Title 15 (commencing with Section 3082)of Part 4 of Division 3 of the Civil Code, so as to give a right of action to them or their assigns in any suit brought upon this bond. Should this condition of this bond be fully performed, then this obligation shall become null and void; otherwise, it shall be and remain in full force and effect.


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The surety hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of said contract or the plans and specifications accompanying the same shall in any manner affect its obligations on this bond, and it does hereby waive notice of any such change, extension, alteration or addition.

In witness whereof, this instrument has been duly executed by the principal and surety above named on ____________________ 19 ______.

THIS IS TO CERTIFY THAT THE ABOVE SURETY INSURER HAS BEEN CERTIFIFED AS SUCH; THAT THE CERTIFICATE OF AUTHORITY TO THE ATTORNEY-IN-FACT IS OF RECORD IN THIS OFFICE, AND HAS NOT

BEEN SURRENDERED, REVOKED, CANCELED, ANNULLED OR SUSPENDED.

James B. Becker, Assistant County Clerk

By__________________________________________

Deputy County Clerk Date:___________________

____________________________________________ (Name of Principal)

By__________________________________________

Title________________________________________

INDICATE COMPLETE ADDRESS OR SURETY TO WHICH CORRESPONDENCE CONCERNING THIS BOND SHOULD BE DIRECTED.

_____________________________________________ (Name of Surety)

By___________________________________________ (Attorney-in-Fact)

Address______________________________________

City___________________________________ State___________

Phone No. ____________________________ Zip Code_____________


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ATTACHMENT “A” – RFP # 5483 "Non-Collusion Affidavit

To Be Executed By Proposer And Submitted With Proposal

State of California ) County of Ventura ss. ) ____________________, being first duly sworn, deposes and says that he or she is (Owner) of __________________________(Contractor Name) the party making the foregoing proposal that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from bidding; that the proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any other proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and further, that the proposer has not , directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, proposal depository, or to any member or agent thereof to effectuate a collusive or sham proposal." __________________ _________________________ (Date) (Signed at (Place)) __________________ _________________________ Proposer Name Authorized Representative (Person, Firm, Corp.) __________________ _________________________ Address Representative's Name __________________ _________________________ City, State, Zip Representative's Title

County of Ventura RFP No. 5483 GSA/Procurement Services Workforce Management System No. Functional Requirements

Vendor Responses should be M - Met Fully, C - CustoDeveloped, F - Future Release, N - Not Available

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This section of the RFP should contain your responses to specific questions on the functions and features provided by your system. This portion of the RFP is organized into functional requirement checklists and application scenarios. Both sections address the following summary applications areas defined by the County:

ATTACHMENT “B”

I. A. GENERAL FUNCTIONAL REQUIREMENTS 1. End-user-defined and maintained function

keys, screens, and reports (without vendor intervention)

2. Field edit capability and required fields.

3. Ability to edit field information at security levels.

4. Forward or backward movement on inquiries

5. Global updates

6. Menu branching

7. Menu driven

8. Microfiche or optical disk storage

9. Phonetic or alphabetic employee name

10. Remote access – Please describe

11. Standard field size definition

12. System performance utilities

13. "Windows", split screens, GUI front ends



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14. Ability to Interface Data : : Main Payroll System Re : Employee Identification and Job Information Scheduling System

15. Provides configuration to use existing system identification badges where technically possible.

16. Operates off-line so the PC can be used for other applications simultaneously.

17.

Offers programmable function keys for customizing display in/out status, total hours, etc.

18. Allows employees to clock in and out at different workstations.

19. Provides automatic battery backup to guard against data loss due to a power failure.

20. Supports data uploading other system on demand or at preset times.

21. Allows corrections to be entered by the user at the data collection terminal or by reentering the information at a PC.

22. Supports supervisor intercession if an employee forgets to “clock” in or out of a unit or day.

23. Supports supervisor intercession if an employee forgets to “clock” in or out of a unit or day.

24. Tracks trends in attendance for any length of time.

25. Supports database access for information by individual, groups, or by the entire employee population.



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26. Other

I. B. Specific Functional Requirements-Time and Attendance System

A. DATA ENTRY DEVICES / METHODS 1. Supports automatic collection of data from: • Badge readers • Telephone entry units • Scanning devices • PC workstations

• Main/mini workstation • Time card reader

• Biometric hand punch • Internet/intranet access

2. Permits entries by: • Keyboard entry

• Bar coded badges • Magnetic stripe badges • Touch-tone telephones • Scan card • Micro, mini, and mainframe computer

system inputs

• Web-based access (Internet/intranet) • Time cards • Biometric hand punch • Internet/intranet access • PDA

3. Touch-tone telephone entry supports keypad data entry/override.

4. Touch-tone telephone entry includes voice-back confirmation and validation of entries.

5. System permits employee access from remote sites via:

• Touch-tone telephone with voice prompts and instructions



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• Internet/intranet 6. Provides access control to restricted areas,

including:

• Employee entrances • Computer rooms • Designated smoking areas • Other

B. SYSTEM CONFIGURATION & RULES 1. Supports user-defined multiple employee

categories.

2. Permits hours to be allocated to multiple cost center.

3. Allows employees to transfer time from one cost center to another.

4. Allows correction of totals to reflect missed punches. (assigned at security level).

5. Supports retroactive input of hours worked. (assigned at security level).

6. Accommodates predetermined employee work schedule assignments.

7. Ability to read work schedule assignments from scheduling system.

8. Ability to read-in paid time off from scheduling system..

9. Provides schedule control at terminals (to restrict hours, etc.).

10. Supports collection of the following information:

• Time in • Time out • Lunch break • Other break

11. Retrieves registered in and out times on a regular schedule, ranging from hourly to daily.

12. Ability to support multiple types of schedules



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13. Ability to configure multiple levels of costing such as activity and cost centers.

14. Ability to edit for costing to be established relating to each unit.

15. Tracks employee transfers to alternate departments, job classes, and positions.

16. Permits selective processing to register attendance data for volunteers, clergy, students, and agency personnel without forwarding the data to the payroll system.

17. Supports online creation of time cards for PTO hours. (define special hours)

18. Supports programming of terminals to restrict employees from clocking outside their schedules. (require override)

19. Restrict employees from clocking outside their schedules without supervisory override.

C. SUPERVISORY CAPABILITIES 1. Allows supervisors access to perform the

following data review and employee transactions: Missed punches Summary of hours reported Total hours reported Overall approval of time reported Review of cost centers, activities used. Week to date status of hours.

2. • Exception processing 3. • Warning review 4. • Electronic approvals

D. TRACKING 1. Tracks hours information on the following

bases:

• By employee • By job • By operation • By machine



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• By activity level • By cost center

2. Tracks hours in programmable categories such as:

• Differential (for each time reporting code) • Split shift • Weekend alternative

3. Accruesd hours ation / personal time, sick time, etc.).

4. Ability to download from the Main Payroll System.

5. Ability to perform edits against the accrued hours available and prevent usage where hours are not available.

6. Accrues tardy/late time by: • Week • Month • Year

7. Provides week-to-date status of hours. 8. Provides mechanism at the reader for float

employees to transfer from one department to another, as well as from one facility to another in the same healthcare system. (Multiple units)

9. Tracks employees working in different: 10. Ability to accumulate time from scheduling

system (interface) in order to total time in: Facilities Departments Cost Centers Job Classes

11. Facilities, as well as hours, pay codes, tardiness or absences, labor distribution, non-productive time, benefits, etc. Departments Cost Centers Job classes and positions



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12. Verifies employee eligibility at time of request against hospital rules.

13. Stores all historical attendance data. 14. Tracks and forecasts data by:

• Activity • Job

• Department 15. Maintains specific pay and work rule policies. 16. Applies rule-based policies. 17. Handles other policies unique to healthcare,

including:

• On-call • Call-back float • Consecutive days • Special holiday • Overtime distribution • Position change • Multiple job code/rates • Double time • Rest time

• Specialty differential • Mobile pay • Premiums • Other (specify)

18. Permits entries in manual and automatic modes.

E. REPORTING Need to address overtime calculations, CNA contract OT, FLSA

1. Enables the hospital to define parameters. 2. Capture data reports by user defined

parameters: Department Employee Employee Time Card Data Overtime



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Incentive Pay 3. Enforces associated rules. 4. Generates user-customized flags and

exception reports.

5. Supports duplicate entry checking. 6. Automatically detects • Overtime hours • Holiday hours • Other special pay incentive hours

7. Calculates and reports number of hours, For each time reporting code.

8. Allows retrieval of employee punch records. 9. Includes employee maintenance screens for

comprehensive review of an entire pay period.

10. Provides employees access to general and personnel information via desktop monitor, including:

• Time and attendance details • Schedules 11. Provides employees access to general and

personnel information via touch screen and PC-based kiosks, including:

• Time and attendance details • Schedules

12. Tracks employee transfers to coding for payroll exceptions, including:

• Called-in • Charge pay • No lunch • Meetings • Extra weekend • Other

13. Collects information on each unit configured in the system.

14. Reveal leave patterns, for example, abusing sick leave for long weekends.

15. Include standard reports showing leave taken



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and available for employees. 16. Track perfect attendance.

F. MANAGEMENT REPORTING 1. Allows reports to be generated in the following

formats:

• Graphical • Histogram

2. Includes the following standard reports: • Time edit list • Weekly time sheet • Weekly time sheet by department • Bi-weekly edit list • Final time and attendance listing • Pay code summary • Total hours by department • Absence detail • Absence summary • Excessive absence warning • Daily shift attendance report • Weekly attendance report • Individual time cards • Employee clocking location • Call back hours

3. Provides management reports, including: • Projected Budget versus Actual Report

Maintenance

• Projected Hours Report • Hours Report • Approaching Overtime Report • Tardy Report • Coverage Report • Employee List Report • Duplicate Timecard Report • Schedule Report • Exception Report



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4. Provides a vacation schedule /sick hours used analysis.

5. Provides an variance analysis. 6. Compiles standard reports to track labor

distribution used , and alert management to potential staffing concerns.

7.

Features the ability to automatically include accrued balance data downloaded from the employee master file in the time card report.

8.

Provides the ability to sort and narrow fields for report generation.

9.

Allows users to define parameters for necessity and frequency of reports.

10.

Permits simultaneous supervisory review and approval of reports while the payroll staff monitors the approval process hospital-wide.

11.

Includes drill-down capabilities.

12. Offers sorting options. 13. Expands ability to print and analyze data by

using filters, such as:

• Hire date • Status code • Supervisor • Assigned job shift • Job class • Department • General ledger object code

14. Supports ad hoc reporting capabilities via: • Built-in system capabilities • Third party software (e.g. Crystal Reports)

15. Ability to download reports to Excel format. G. INTERFACING

1. Can interface bi-directionally with: • Payroll system - List all supported vendors • Scheduling system – List all supported

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• Nurse management system – List all supported vendors

2. Maintains up-to-date employee profiles, including new hires, terminations, updated benefit balances, and other changes.

3. Ability to add new hire, employee id information.

4. Identifies each employee by a payroll code and a “home” department.

H. DATA RETRIEVAL / ARCHIVAL 1. Methods of data storage include: • Tape backup • Optical disk drive

2. Archiving module automatically accumulates employee’s year-to-date attendance.

3. System downloads the following into the archival file:

• Labor hours Employee ID information as defined by County

• Late arrivals • Vacation time

4. Archives a duplicate of time reports. 5. User can define length of time data is

archived.

I. SYSTEM SECURITY VARIOUS LEVELS OF ACCESS & APPROVALS

1. Provides controlled access to the system by ID and password.

2. Offers data level access. 3. Features audit trails for a history of: • Calling locations by employees • All transactions and edits made • Voice audits (voice recognition) with real

time voice prints

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II. System Functional Requirements This section includes a list of specific system functional requirements. The system shall have the following components and capabilities. Explain how your organization will meet the following requirements: No. Y=Yes, N=No, C=Custom, F=Future Y N C

F Describe how you meet this requirement

Requirements 1 Provide the ability to validate leave balances real-time at

the point of entry.

2 Enforce the minimum number of leave hours that can be taken (e.g., admin leave is only allowed in 8 hour increments)

3 Ability to recognize multiple minimum hours as defined by employee schedule

4 Define an overdraft limit for leave time.

5 Add, edit, or delete leave events ? in current or prior pay periods

6 Provide manager reports on leave usage

7 Alert managers to leave usage exceptions ?

8 Set probation periods B. Pay Rules Engine 1 Pay rules must be parameter driven and easy to set-up,

change, and track

2 Provide support for a system administrator to turn features on and off (such as report writing, updating rules, etc.) for different users.

3 Provide a role-based system to manage user’s ability to read, add, edit, and delete information in the system (e.g. some groups may be able to view a particular report, whereas other groups may not be privileged to view the report.)

4 Provide support to manage user accounts to Add, Edit, Suspend, and Delete visibility to certain functions

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No. Y=Yes, N=No, C=Custom, F=Future Y N C F

Describe how you meet this requirement

5 Provide the ability to update user-defined rules and have the changes reflected immediately for time entry and processing

6 Provide the ability to define rules at the employee, or group level. Rules should be restricted for those not eligible such as employees within a probation period

7 Provide the ability to apply rules online at the point of entry such as activity based pay rules

8 Provide the ability to view immediately the outcome of the rules processing on the time entry web based time card

9 Provide alerts to notify system administrator of server problems or problems with scheduled events.

10 Must support daylight savings time

11 Send all employees payroll punches for the current pay period to the employee’s home labor accounts, borrowing departments, and/or locations that the employee has recorded time punches

12 Prevent overlapping punches from occurring

13 Have a calendar function to maintain holidays - can be different by state/region, etc.

14 Provide the flexibility to configure special nursing rules such as, On-call, etc.

15 Business rules engine that delivers on-demand real-time calculations

16 Ability to add incentive based on department/location

17 Ability to add incentive based on defined weekend schedule (weekends worked)

18 Ability to interface partial reporting to Time & Labor

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C. Approvals 1 Provide the ability for Managers/Supervisors to view time

entries that require approval (both summary and detailed level)

2 Provide the ability for Managers/Supervisors to approve the employee’s time (where required)

3 Provide the ability for Managers/Supervisors to update the employee’s time when approving (where required)

4 Attach comments to identify reasons for the manual change (i.e. duplicate, missed punch, etc)

5 Provide the ability for an employee to acknowledge their time card if a change has been made (i.e. added, edited, and deleted items. This feature can be turned on or off)

6 Provide the ability for a Manager to submit modified time cards without the employee’s acknowledgement, however they must attach a reason from a pre-configured list

7 Provide an electronic signature for managers to approve time cards that will be sent to payroll when there are no errors and/or ‘show stopper’ warnings as defined by the System Administrator

D. Timecard Edits 1 Provide the ability to adjust or correct time entries

captured in the current period, but not yet paid.

2 Provide the ability to easily navigate from the error report to the time card to make edits.

3 Allow manager edit, add, and deletes of the current reporting period.

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4 Allow manager edits for the current pay period but prevent manager edits of the previous pay period after the final previous pay period transmittal has been sent to payroll.

5 Recalculate all totals immediately after a value is changed.

6 Track edits historically.

7 Allow historical edits by the payroll administrators

E. Premiums and Differentials 1 Provide the ability to automatically calculate premiums

incentive pay based on the employees’ scheduled hours and criteria that is established within the system (e.g. rules based)

2 Provide the ability to automatically calculate premiums based on the employees’ actual compensated hours and criteria that is established within the system (e.g. rules based)

3 Provide the ability to automatically calculate premiums based on a comparison of the employee’s scheduled hours vs. the actual hours worked, and criteria that is established within the system (e.g. rules based)

4 Provide the ability to calculate Shift Differential automatically based on rules built into the system. Users should be required to make minimal entries with the system automatically calculating the premium Based on percentage of hourly rate multiplied by hours defined as shift

5 Ability to have multiple level of shift definitions

6 Ability to add fixed amount premium

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7 Ability to add hourly rate amount premium

8 Ability to reject incentives based on eligibility

9 Provide the ability to define a day outside the boundaries of the 24-hour clock (e.g. all employees work day does not start at midnight)

10 Provide the ability to handle special bonus pay

11 Provide the ability to automatically calculate bonuses Retro incentive pay

F. Manager Reporting 1 Provide interactive exception summary views for common

tasks or processes with the capability to drill down on specific employees with exceptions

2 Provide the ability to perform actions on employee data within the interactive views, such as edits to timecards and schedules

3 Provide the ability for the user to configure the interactive views with user-defined columns

4 Provide a primary and secondary sort capability within the interactive views

5 Provide the ability to multi-select employees within the interactive view and perform group edits

6 Provide the ability to schedule group edits on a specific date/time

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7 Provide the ability to customize interactive views by manager (for example, the ability to see timecard information, schedules, leave balances, and hours totals in a single view without having to move from screen to screen.

G. Employee Self-Service 1 Provide a large user-friendly, intuitive ATM-like display

with scrollable messages.

2 Must have programmable soft keys with onscreen labels to provide an intuitive user experience and eliminate the need to memorize function key sequences.

3 Allow onscreen labels to be reprogrammed for each terminal if necessary.

4 Allow one-step punching – No IN or OUT keypunch required

5 Allow the employees to pick values from a list of valid values to eliminate a user errors

6 Provide the ability to, in real-time, validate individual data fields based on data format and content, as well as the ability to validate the entire transaction prior to completing the entire transaction so the user can reenter the correct data

7 Provide visual and audio feedback to display messages and confirm correct entries.

8 Allow employees to access up-to-the-second information, such as scheduled shift times, accrual balances and messages, as soon as changes are made anywhere in the system.

9 Provide the ability to track time and attendance summary hours information at the terminal

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10 Allow override restrictions at the terminal, either individually or globally for a group of employees. For example, if overtime is authorized for an entire unit, the supervisor can override the restriction for the whole group.

11 Support a programmable "no re-punch" feature which prevents employees from entering several punches in the same minute.

12 Provide messaging functionality that allows you to communicate confidentially and electronically with employees without having to rely on a corporate email system or paper trails

13 Prevent employees from punching-in before their scheduled shift unless there is a manager’s override. This feature must be able to be turned on and off. As defined by County

14 Provide the ability to add or delete punches, as well as enter simple, holiday, and non-productive time (i.e. Sick, Jury) transactions at the terminal

15 Support a variety of network communication options including, 10/100 Mbit auto sensing Ethernet, and/or wireless.

16 Provide the ability to configure and manage multiple geographically dispersed terminals from a central desktop application without custom programming.

17 Allow terminal software upgrades by means of downloading firmware from a network or over modem to minimize the time and effort involved in upgrading to new revisions of the firmware.

18 Display the correct time for the time zone in which the terminal is installed (in order to correctly calculate actual time worked when punches span time zones)

19 Automatically support daylight saving changes.

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20 Employee punch data is not lost in the event of a power outage or loss of network connection.

21 Ability to interface PTO from Scheduling System

22 Should function in off-line mode, and send a batch once connectivity is re-established (employees must be able to punch-in/out for shift or break off line) if the time clock has lost communication with the Timekeeping System.

23 Communications with server should be performed at regularly scheduled intervals or preset times, or on an “on demand” or “when available” basis.

24 Must be parameter-driven software that allows easy customization of the terminal’s functions

25 Can use existing badges (barcode, magnetic, or proximity) or offers flexibility of no badges

26 Support the ability for supervisors to add, edit, or delete punches, display on/off premise employees, biometric enroll/un-enroll, cancel automatic meal deductions, enter monetary amounts, perform work rule transfers, and review punches at the terminal.

27 Provide the ability to upgrade the badge terminal to support finger scan biometric verification technology.

28 Provide the ability to support biometric and non-biometric employees at the same terminal.

29 Provide the ability for supervisors to enroll employee’s finger biometric right at the terminal.

30 Allow finger biometric enrollment at the terminal in under 5 seconds.

31 Must be fully operational when network communications or power is interrupted.

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32 Should not protrude more then 4 inches from the wall as dictated by the American Disability Act (ADA)

33 Should be able to mount terminal over an AC outlet (on drywall) or can have an internal AC outlet installed (on masonry) to secure all power and other connections inside the unit thereby eliminating malicious or accidental disruption of power

34 Allows employees to view and inquire about personal information such as accrual balance, schedule, and hours worked.

35 Terminal as well as time, attendance, and scheduling software are manufactured and supported by a single vendor.

36

Vendor support includes next day delivery of a new terminal to replace a malfunctioning terminal

H. Web Time Entry 1 Provide an HTML and/or Java based interface with the

ability to configure the timesheet screen for users, groups of users, or the entire organization without custom code. Start-stop view, project view, and/or time stamp view.

2 Provide the ability to record labor information as start-stop times or durations of time.

3 Support up to 7 labor (hierarchy) levels for job or department cost centers.

4 Support unlimited organizational locations and jobs (Cost Accounting)

5 Display employee accrual balances on time entry screen to consolidate and simplify time entry

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6 Pre-populate timecard from scheduled hours for certain defined employees - Interface or maintenance of schedules allowed.

7 Provide the ability to attach and remove comments to punches, paycode edits, and historical amounts.

8 Provide the option to restrict entries to inactive/terminated employees

9 Provide the ability to record employee’s approval of a timesheet. Summary on the clock, email summary to employee

10 Provide for leave approval and balances in real-time Thru interface from County Payroll System

11 Provide the ability to report time on an exception basis (system generates scheduled time and exceptions are reported where the time is not worked as scheduled).

12 Allow employees to access up-to-the-second information, such as scheduled shift times, accrual balances, and messages, as soon as changes are made anywhere in the system. ??

13 Provide access profiles to define how a user can access the system and what the user can see and use: logon profiles, data access, and display profiles

14 Provide the ability to restrict the use of time entry codes by employee based on access privileges.

15 Provide the ability to restrict the use of labor levels by employee based on access privileges

16 Control the display or non-display of accrual codes

17 Support single sign-on 18 Provide the ability to secure the timesheet data from any

updates or changes after a designated sign-off

19 Provide secure data using SSL encryption

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I. Scheduling and Staffing

1 Provide the ability to define schedules with varying lengths (e.g. 4, 8, 10, and 12 hours per day etc.).

2 Provide the ability to advance book and view schedules in the future.

3 Allow schedule shift patterns to be automatically repeated, or rolled forward to future weeks

4 Provide the ability to create schedule patterns that can repeat every schedule period.

5 Provide the ability for a staffing office or nurse manager manager/supervisor to enter or create schedules for employees. Consider OT Rules in Peoplesoft

6 Provide the ability to view online, an employee’s complete work history from the date of go-live.

7 Provide the ability to view online, employees’ complete future (projected) work schedule.

8 Provide the ability to accommodate unlimited schedule changes and adjustments on demand.

9 Ability to enter pay period calendar in order to restrict schedules to pay period.

11 Ability to determine holiday on employee day off and record hours.

12 Ability to determine hours worked on holiday based on eligibility.

13 Provide the ability to create user-defined schedules - specify the maximum number of shifts allowed in the system.

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14 Provide the ability to define schedules start and stop times using a 24-hour clock.

15 Provide the ability to define split shift rotations.

16 Provide the ability to attach employees to shifts at any point in the rotation.

17 Provide the ability to schedule shifts that cross multiple days (e.g. start at 6:00 p.m. on day one and complete at 2:00 a.m. on day two).

18 Import employee work-schedule information from the labor scheduling system (possibly home-grown system).

19 Schedule nurse transfers to other units, as well as to automatically assign a higher rate of pay when that transfer is worked

20 Schedule meals and breaks, as well as start and end times

21 Save "templates" of the most commonly used shifts so that these can be used for ease of editing

22 Provide the ability to assign skills and certifications to nurses as well as expiration dates

23 Alert nurse managers or staffing office when employee certifications expire

24 Provide the ability to manage staffing workload of employees needed for each unit or job by shift.

25 Provide the ability to show employees most suited to open shifts based on employee skills, certification, and availability.

26 Provide the ability to define company policy and flag any schedules that do not comply with company policy.

27 Track nurse preferences and availability

28 Track nurse seniority by job

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29 Manage baseline staffing requirements

30 Calculate open shifts that require coverage

31 Assess coverage to determine over and understaffing issues

32 Provide real-time sharing of actuals from the time and attendance application and the planned start/stop times from scheduler

33 Enforce real-time leave balances and usage rules at the time they are scheduled

34 Automatically apply schedule quality rules, such as minimums and maximums per employee, per day, per period

35 Display schedule assignments at the time and labor terminal

36 Automate business processes of shift selection, shift signup, leave requests, and shift swapping, including functionality for employee initiation and manager review and approval

37 Provides access to human resource information, including:

• Emergency contacts • Employee status • Work restrictions • Medical information • Education • Skills

• Certifications 38 Distinguishes between excused and unexcused

absences.

39 Allows automated entry of non-productive time with system prompts for necessary data including pay code, hours, and dates.

40 Permits user-defined codes for absence and other attendance criteria. Interface? Other sources?

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41 Supports up to 99 user-defined, non-productive time categories (PDO and PTO

42 Provides entries for non-productive time before it occurs, when it occurs, or after it occurs.

43 Flags critical values (e.g. excessive absences).

44 Provides management reports, including:

45 Coverage Report

46 Employee List Report

47 Allow employees the ability to initiate requests – request for time off, for example - and view the status of these requests right at the terminal. ??

48 Allow managers/employees to transfer employee’s job code (e.g., transfer to one or more of up to 7 different labor level entries comprising an account) at the terminal during a shift. In house registry.

49 Provide the ability to enter hours for assignment pay

50 Provide the ability to report future exceptions (e.g. vacation or other leaves of absence).

51 Provide the ability to designate a back up for employees that are unable to enter their time (e.g. due to sick leave).

52 Initiate common requests with online forms such as time-off requests, address changes, shift swapping, etc

53 Provide ability to managers/supervisors to approve leave as entered by employees.

54 Ability to determine holiday on employee day off and record hours.

55 Ability to determine hours worked on holiday based on eligibility.

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56 Projects the impact of decisions on costs and patient care for efficient utilization of overtime

57 Provide unit’s schedule and all open shifts before initiating a work or vacation request

58 Is the scheduling system in real time connection to show changes?

59 Can the system provide the tools for flexible daily staff management?

60 Can the system allow Workload Manager tools to collect patient acuity and workload data to forecast staffing requirements accurately?

61 Can the system provide a centralized display of real time staffing conditions within the cost center, cost center group or facility?

62 Can the system display numeric and visual indicators to help manager access staffing levels?

63 Can managers view information from the enterprise level all the way down to the individual shifts worked per skill?

64 Will the system have a centralized, integrated database of employee demographic information including job classifications, skills mix and wages?

65 Will the system provide data validation for a variety of reporting to meet state, federal and Joint Commission or other?

J. Labor Productivity Management

1 Combine data from time and labor systems, payroll systems and operations management systems to create a single-view and actionable productivity reports for front-line managers

Provide the ability to support volume-related hiring (and downsizing) decisions (in the system or in a report)?

2

If the answer is “no”, go to #10.

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3 Over what time frame is the analysis performed (week, weeks, month, etc.)?

4 Is the analysis based upon some type of pre-determined plan for each department/cost center?

5 Does the system differentiate needs based upon specific skill levels (job codes or aggregations thereof)?

6 Does the system differentiate needs based upon full time and part time employee status?

Does the system have a mechanism to take into account the effects of departmental volume fluctuations due to seasonality?

7 Does the system have a mechanism to automatically alert managers when it is time to make a hiring or downsizing decision?

8 Does the system include a Position Control Roster of individual employees?

9 Can the roster information be queried by the system operator for special information needs (e.g.; a list of all full time Registered Nurses that have been on the payroll for at least 15 years)?

Provide support for volume-related decisions regarding the appropriate use of supplemental labor (e.g.; overtime, agency, float, pool/PRN, extra part time) for individual departments/cost centers?

10


11 Over what time frame is the analysis performed (day, week, weeks, month, etc.)?

12 Is the analysis based upon some type of pre-determined plan for each department/cost center?

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13 Does the system differentiate needs based upon specific skill levels (job codes or aggregations thereof)?

14 Does the system differentiate needs based upon pay categories (overtime, agency, float, pool/PRN, and extra part time)?

15 Does the system contrast actual usage of supplemental labor to expected usage off supplemental labor, for both hours and dollars?

16 In calculating the expected/ targeted usage of supplemental labor, does the system take into account both the actual output of the department as well as the impact of actual paid time off (vacation, illness, etc.)?

17 Does the system contain and report upon information at the individual employee and pay type level of detail?

18 Does the system have a mechanism to automatically alert managers when the variance between actual and expected/ targeted usage of supplemental labor has exceeded some pre-established tolerance level(s)?

Provide the ability to measure adherence to the hourly labor rates in the annual operating budget?

19

If the answer is “no”, go to 24.

20 Over what time frame is the analysis performed (pay period, monthly, etc.)?

21 At what level of detail can budgeted rates be maintained in the system?

22 Does the system separately report labor rate variances?

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23 Does the system have a mechanism to automatically alert managers when the variance between actual and expected/targeted labor rates has exceeded some pre-established tolerance level(s)?

Does the system have a module and/or reports designed specifically for productivity monitoring?

24


25 Over what time frame or frames can the analysis be performed (shift, daily, weekly, monthly, etc.)?

26 Can the system monitor worked and paid hours?

27 Can the system provide for fixed and variable targets for each cost center? How many?

28 Can the system provide for step-function targets?

29 Can the system calculate the impact of mix of output (in addition to raw volume of output) in the calculation of earned hours? If “yes”, how many weighting standards/RVUs can be utilized in the calculation?

30 Can the system take into account the impact of core staffing requirements for variable personnel within a department?

31 For fixed/constant hour targets, can the targets be dynamically adjusted to reflect the impact of actual paid time off?

32 Does the system have a daily monitoring capability? If yes, can it provide for separate fixed targets based upon day of the week (Saturday, Sunday, Monday, etc)?

33 What feeder systems are available interfaced to your system? Is it common to also have other types of feeder system interfaces?

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34 Please provide a brief, general description of the interface process (nature of interfaces, time requirements, involved parties, etc.).

35 Does your system support electronic distribution of reports?

36 Does your system come with a graphical user interface for management level users of the system?

37 What is the typical elapsed period of time between contract signing and completion of system installation? And, what are the typical customer man-hour requirements associated with the installation process?

38 Do you provide professional consulting assistance, if needed, for the implementation and effective use of your system?

39 Do you provide a management exceptions desktop view for managers to clearly see any deviation of their organization from productivity and labor usage goals? The managers should be able to clearly identify the areas of concern without having to look at all the data. The managers should also be able to roll up or drill down into the details for root cause analysis and resolution. The management exceptions desktop view should be permission-based and configurable by the managers.

40 Do you provide the ability for managers to document actions taken to remedy labor-related issues, track the impact, and evaluate whether the actions were effective? System should also be able to be used to maintain accountability.

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K. Analytics

1 Does vendor provide a web-based business intelligence platform

2 Does the proposed application set include data marts?

3 Does the system perform data analysis using a separate data mart?

4 Does the system provide enhanced reporting, key performance indicators (KPIs), and trending analysis?

5 What standard content is provided for workforce analysis?

6 Does the system provide role-based dashboards, drill-down analysis and multidimensional data aggregation capabilities?

7 Are there pre-built Extract, Transform, and Load (ETL) routines provided?

8 Does system provide any Data Warehouse capabilities?

L. General 1 Is the system a user-defined, rules based system? If

yes, please describe.

2 Can the system support multiple entities? If yes, please describe.

2 Is the architecture of the system ‘true’ point-in-time? Are changes made to code tables and organizational structures effective dated?

4 Can all changes be future dated including employee data, code table changes and organizational changes? Does the system support standard reporting using future dates?

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5 Does the system provide user defined fields?

6 Does the system provide for attaching of documents into the system? If yes, please describe?

7 Does the system include employee self-service capability? For what purposes?

8 Does the system provide automatic reminders? If yes, for what activities /functions?

M. Employee Data 1 Please provide a list of all employee related data fields in

the system.

How are employees identified? - Social security number - Alpha - Numeric

2

- Other

3 Does the system support identification of employees by type of license or credentials?

4 Does the system support identification of employees that have multiple licenses and credentials? If yes, does this include unlimited licenses and their associated expiration dates?

5 Does the system track employees with working visa or other contract/agency employees including multiple expiration dates?

6 Can the system capture and display employee photographs?

7 How many active employee addresses, phone numbers and email addresses does the system store?

8 Does the employee record include the ability to import or enter free form text/notes?

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How is employee data retrieved?

Alpha Number Status

9

Other search

10 Does the system maintain physical examination due dates/other required exams?

11 Does the system maintain continuing education and professional certification data?

12 Does the system include a configurable workflow engine? Can custom forms and processes be created by company staff members?

Does the system maintain a complete history of employment for all employees?

Wages Hours Departments Titles

13

Status (FT, PT, etc.)

14 Are there audit trails to track employee edits?

N. Compensation

How does the system handle an employee with the following?

- Multiple job codes - Multiple positions - Multiple departments - Multiple pay rates

1

- Are there any limitations?

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2 Is there a place to put employee review information, including comments and dates? Can this be done for multiple positions/departments?

3 Can the system generate review notices for next year/defined time period?

4 How are positions monitored /controlled?

5 Can salary survey data be imported into the system? How many different sets of survey data can be captured for each position?

6 Does the system support mass edits? (e.g. base rates, withholdings, benefits plans)

7 Does the system monitor/provide termination and turnover data?

O. Benefits 1 Does the system track intermittent leave including

number of days and hours absent?

2 When employees are on LOA/FMLA, does the system track unpaid weeks for employees?

P. Security, Access & Edits 1 Does the system provide role-based security?

2 Are there access privilege controls? If yes, are they customer-definable?

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3 Does the system provide audit trails? If yes, for what functions and edits?

4 Can the system provide read-only access at the field and user level?

Q. Reports, Forms & Printing 1 Please provide a list of all standard reports.

2 Are report results exportable to Microsoft Office Applications?

3 Is there a custom report writer feature? Please describe or list if third party application.

4 If there is a custom report writer feature, how much training is required for a typical MS Office user?

5 Does the system generate letters? If yes, for what purposes?

Can letters be generated based on the following? Events (rule-based) Selection reports

6

On demand

7 Can the database be accessed using standard Microsoft tools such as Excel and Query?

8 Are there any labor analysis tools?

R. Interfaces, Remote Access, and On-Line Help 1 Can the product be web-enabled for remote access

purposes? If yes, please describe how.

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2 Does the product have on-line help documentation available? If yes, please describe.

3 If yes, can the on-line documentation be copied and edited? If yes, please describe.

S. History, Data Backup and Recovery, Security, Integration Explain how your organization will meet the following requirements: 1 What backup and recovery capabilities are built into the

system? √ √ C

2 Can a file be generated from back up and sent to an alternate site for check production? Types of employees, groups of employees, pay period

Is there a way to view time & attendance history online by: Employee Groups of Employees Pay Period

3

Department

4 Can history be viewed on line for multiple years?

5 Can individual employee’s vacation/ holiday/ sick time balances be viewed on-line at work or home and/or printed?

6 Are vacation balance reports available to employees/managers to show how balances were calculated?

7 What security is built into the system?

8 Does the system provide audit trails? If yes, for what functions?

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9 If the system supports confidential payrolls what differentiates confidential payroll from regular? Please provide brief example.

10 Are there access privilege controls? If yes, are they customer-definable? If yes, please explain. (e.g. by payroll, department, position, etc.)

11 Does the system allow access to individual employee’s vacation/holiday/sick time balances? If yes, both available and taken?

12 Can department or unit managers access individual employee’s vacation/ holiday/ sick time balances? If yes, are they restricted to just their department or unit?

T. Reports, Forms, & Printing 1 Please list all standard reports.

Are reports sorted by the following?

- Calendar year - Fiscal year

2

- Check Date

3 Does the system provide an easy custom report writer for payroll data?

4 If custom report writer is provided, how much training is required for a typical MS Office user?

5 Is training for the report writer done on-site?

6 If no report writer is provided with the system, will it interface with other vendor report writers? Please list vendors.

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7 Does the system provide an “intuitive” reporting/inquiry feature?

Does the system provide the following in both detail and summary format?

Reconciliation reports

8

9 Provide the ability to report both paid and unpaid time. U. Remote Access and On-Line Help 1 Can the product be web-enabled for remote access

purposes? If yes, please describe how.

2 Does the product have on-line help documentation available? If yes, please describe.

3 If yes, can the on-line documentation be copied and edited? If yes, please describe.

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COUNTY OF VENTURA

HIPAA BUSINESS ASSOCIATE AGREEMENT

This HIPAA Business Associate Agreement ("Agreement") is made a' part of by and between County of Ventura ("Covered Entity") and_______________effective as of the compliance date of the Privacy Rule (defined below) (the "Agreement Effective Date").

RECITALS

1. Covered Entity wishes to disclose certain information to Business Associate pursuant to the terms of this Agreement, some of which may constitute Protected Health Information ("PHI") (defined below).

2. Covered Entity and Business Associate intend to protect the privacy and provide security of PHI disclosed to Business Associate pursuant to the Agreement _ in compliance with the Health Insurance Portability and Accountability Act of 1996, Public 'Law 104-191 ("HIPAA") and regulations promulgated thereunder by the U.S. Department of Health and Human Services (the "HIPAA Regulations") and other applicable laws.

3. As part of the HIPAA Regulations, the Privacy Rule requires Covered Entity to enter into a contract with Business Associate containing specific requirements prior to the disclosure of PHI, as set forth in, but not limited to, Title 45, Sections 164.502(e) and 164.504(e) of the code of Federal Regulations ("CFR") and contained in this Agreement.

In consideration of the mutual promises below and the exchange of information pursuant to this Agreement, the parties agree as follows: . I. Definitions.

a. "Business Associate" shall have the meaning given to such term under the Privacy Rule;-including, but not limited to, 45 CFR Section 160.103. b. "Covered Entity" shall have the meaning given to such term under the Privacy Rule, including, but not limited to, 45 CFR Section 160.103. c. "Health Care Operations" shall have the meaning given to such term under the Privacy Rule, including, but not limited to, 45 CFR Section 164.501. d. "Privacy Rule" shall mean the HIP AA Regulation that is codified at 45 CFR Parts 160 and 164. . . e. "Protected Health Information" or "PHI" means any information, whether oral or recorded in any form or medium (i) that relates to the past, present or future physical or mental condition of an individual; the provision of health care to an individual; or the past, present or future payment for the provision of health care to an individual; and (ii) that identifies the individual or with respect to which there is a reasonable basis to believe the information can be used to identify the individual, and shall have the meaning given to such term under the Privacy Rule, including, but not limited to, 45 CFR Section 164.501.

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f. "Protected Information" shall mean PHI provided by Covered Entity to Business Associate or created or received by Business Associate on Covered Entity's behalf.

2. Obligations of Business Associate.

a. Permitted Uses. Business Associate shall not use Protected Information except for the purpose of performing Business Associate obligations under the Agreement and as permitted under the Agreement. Fm1her, Business Associate shall not use Protected Information in any manner that would constitute a violation of the Privacy Rule is so used by Covered Entity, except that Business Associate may use Protected Information (i) for the proper management and administration of Business Associate, or (ii) to carry out the legal responsibilities of Business Associate.

b. Permitted Disclosures. Business Associate shall not disclose Protected Information in any manner that would constitute a violation of the Privacy Rule if disclosed by Covered Entity, except that Business Associate may disclose Protected Information (i) in a manner permitted pursuant to the Agreement, (ii) for the proper management and administration of Business Associate, or (Hi) as required by law.

c. Appropriate Safeguards. Business Associate shall implement appropriate safeguards as are necessary to prevent the use or disclosure of Protected Information other than as permitted by this Agreement.

d. Reporting of Improper Use or Disclosure. Business Associate shall report to Covered Entity any use or disclosure of Protected Information otherwise than as provided for by this Agreement within five (5) days of becoming aware of such use or disclosure. e. Business Associate' Agents. Business Associate shall ensure that any agents, including subcontractors, to whom it provides Protected Information agree in Writing to the same restrictions and conditions that apply to Business Associate with respect to such PHI. f. Access to Protected Information. Business Associate shall make Protected Information maintained by Business Associate or its agents or subcontractors in records available to Covered Entity for inspection and copying within ten (10) days of a request by Covered Entity to enable Covered Entity to fulfill its obligations under the Privacy Rule, including, but not limited to, 45 CFR Section 164.524. g. Governmental Access to Records. Business Associate shall make its internal practices, books, and records relating to the use and disclosure of Protected Information available to the Secretary of the U.S. Department of Health and Human Services (the "Secretary") for purposes of determining compliance with the Privacy Rule. h. Minimum Necessary. Business Associate and its agents or subcontractors shall only request, use and disclose the minimum amount of Protected Information necessary to accomplish the purpose of the request, use or disclose.

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i. Retention of Protected Information. Business Associate and is subcontractors or agents shall retain all Protected Information throughout the term of the Agreement and shall continue to maintain the information required under Section 2(h) of this Agreement for a period of six (6) years after termination of the Agreement.

j. Notification of Breach. During the term of this Agreement, Business Associate shall notify Covered Entity within twenty-four (24) hours of any suspected or actual breach of security, intrusion or unauthorized use or disclosure of PHI and/or any actual or suspected use or disclosure of data in violation of any applicable federal or state laws or regulations. Business Associate shall take (i) prompt corrective action to cure any such deficiencies and (ii) any action pertaining to such unauthorized disclosure required by applicable federal and stat~ laws and regulations.

3. Termination.

a. Material Breach. A breach by Business Associate of any material provision of this Agreement, as determined by Covered Entity, shall constitute a material breach of the Agreement and shall provide grounds for immediate termination of the Agreement by Covered Entity.

b. Reasonable Steps to Cure Breach. If Covered Entity knows of a pattern of activity or practice of Business Associate that constitutes a material breach or violation of the Business Associate' obligations under the provisions of this Agreement or another arrangement and does not terminate this Agreement pursuant to Section 3(a), then Business Associate shall take reasonable steps to cure such breach or end such violation, as applicable. If Business Associate's efforts to cure such breach or end such violation are unsuccessful, Covered Entity shall either (i) terminate the Agreement, if feasible or (ii) if termination of the Agreement is not feasible, Covered Entity shall report Business Associate's breach or violation to the Secretary of the Department of Health and Human Services.

c. Effect of Termination. Upon termination of the Agreement for any reason, Business Associate shall return or destroy all Protected Information that Business Associate or its agents or subcontractors still maintain in any form, and shall retain no copies of such Protected Information. If return or destruction is not feasible, Business Associate shall continue to extend the protections of Sections 2(a), 2(b), 2(c) and 2(e) of this Agreement to such information, and limit further user of such PHI to those purposes that make the return or destruction of such PHI infeasible. If Business Associate elects to destroy the PHI, Business Associate shall certify in writing to Covered Entity that such PHI has been destroyed.

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4. Amendment to Comply with Law.

The parties acknowledge that state and federal laws relating to data security and privacy are rapidly evolving and that amendment of this Agreement may be required to provide for procedures to ensure compliance with such developments. The parties specifically agree to take such action as is necessary to implement the standards and requirements of HIP AA, the Privacy Rule and other applicable laws relating to the security or confidentiality of PHI. Upon request of either party, the other party agrees to promptly enter into negotiations concerning the terms of an amendment to this Agreement embodying written assurances consistent with the standards and requirements of HIP AA, the Privacy Rule or other applicable laws. Covered Entity may terminate this Agreement upon thirty (30) days written notice in the event (i) Business Associate does not promptly enter into negotiations to amend this Agreement when requested by Covered Entity pursuant to this Sections or (ii) Business Associate does not enter into an amendment to this Agreement providing assurances, regarding the safeguarding of PHI sufficient to satisfy the standards and requirements of HIPAA and the Privacy Rule.

IN WITNESS WHEREOF, the parties hereto have dully executed this Agreement on the Dates appearing below to be effective as of Agreement Effective Date. Covered Entity Business Associate By: ________________________ By: _________________________ Print name: _________________ Print name:___________________ Title:_______________________ Title: ________________________ Date:_______________________ Date: ________________________

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