0 CITY OF
RICHMOND
Time and Attendance Software
Date Created: February 2, 2024
February 2, 2024
Eric Tam
Technology Supervisor
401 27th St.
Richmond CA, 94804
InTime Services Inc.
2140-745 Thurlow St.
Vancouver, BC V6E 0C5
RE: Time and Attendance Software RFP – Richmond Police Department
InTime Solutions Inc. (InTime) has thoroughly reviewed the requirements within the RFP and is pleased to submit the following proposal in response to the City of Richmond Request for Proposal: Time and Attendance Software.
InTime, through its 27 years’ experience and expertise in providing scheduling software for police departments and other public safety agencies, totaling 500 agencies, and supporting 150,000 public safety employees daily, including those of the Richmond Police Department, is well positioned to deliver the solution to meet the requirements of the Richmond Police Department.
For the past eight years and continuing to the present, InTime has been the provider of scheduling software to the Richmond Police Department via our Software as a Service (SaaS) subscription offering. The following proposal is predicated on delivering the same type of SaaS offering and subscription contracting.
To that end, InTime, should they be selected, will engage with the city to negotiate terms and conditions prescribed in this RFP, insurance requirements and in the sample Service Agreement. Additionally, InTime has included as an attachment its Terms and Conditions for the use of its proprietary commercial offering, to be incorporated into the contract. Lastly, InTime confirms that the proposal price will be valid for the duration of the contract.
InTime looks forward to continuing support of the Richmond Police Department for their scheduling and workforce management needs so that they can continue to effectively serve their community.
Sincerely,
Ian Komnenic
Ian Komnenic
Account Executive, InTime
[email protected]
City of Richmond
Table of Contents
Table of Contents ................................ ................................ ................................ ........ Error! Bookmark not defined.
B. Background and Project Summary ................................ ................................ ................................ .......................... 1 Proposed Solution Functionality Requirements............................................................................................................. 3 C. Cost Information ................................ ................................ ................................ ................................ ........................... 4 D. Contractor Assignment of Sub -Contract ................................ ................................ ................................ ............ 5 E. Exceptions to this Request for Proposals ................................ ................................ ................................ ............ 6 F. Statement of Impartiality and Disclosure ................................ ................................ ................................ ........... 12 G. Sanctuary City Contracting and Investment Ordinance and Resolution 86 -21 ................................ .. 13 Sanctuary City Compliance Statement ............................................................................................................................. 13 Vendor Supplemental Questionnaire Form and Disclosure Statement for Limited Liability Companies ....................................................................................................................................................................................... 14
City of Richmond
1 1.877.603.2830 | intime.com | [email protected]
B. Background and Project Summary
With over 25 years of experience, InTime’s offering is currently being used by over 500 Law Enforcement and Public Safety Agencies in North America and supporting 150,000 employees daily. InTime is also being used by 25% of all Police Departments in California. For the past 6 years, InTime has been used and relied on by Richmond PD for workforce and asset management. InTime has developed strong working relationships with Richmond PD and supported the agency through its workforce management objectives. InTime has a comprehensive understanding of Richmond’s processes and needs moving forward. We look forward to continuing to grow this partnership as we have done over the last 6 years.
Key Personnel
Below are the responsibilities, experience, and roles of the InTime project team.
Jeff Lacey – CEO
Responsibilities: Responsible for the overall leadership and strategic direction of InTime.
Experience: Jeff is a veteran in the tech industry spanning over 30 years. Specifically, his experience in Public Safety exceeds 20 years, making him a seasoned leader with expertise in the challenges of the field. Jeff has served various capacities in InTime, including Sales and Marketing Director and for the past five years, the role of CEO. As the CEO of InTime, he has been instrumental in driving InTime’s success, providing innovative solutions to help public safety agencies run at their best.
Ian Komnenic – Account Executive
Responsibilities: Management of InTime’s response for this RFP, ensuring all open issues with InTime are addressed promptly in concert with InTime’s Customer Success Team, to provide business requirements consultation and to advise on any upgrade strategies required for Richmond PD.
Experience: Ian has over 3 years of experience working for InTime as an Account Executive. Ian has been primarily working with California based agencies to provide value. Through growing partnerships Ian has developed a strong understanding of the workforce management challenges faced by California Law Enforcement agencies.
Robert Cote – Manager, Implementation
Responsibilities: Leads the InTime Implementation team, by assigning and coordinating customer projects, and conducts pre-project product fit and customer project readiness assessments. Conducts regular mid-project audits, and post implementation/training reviews. He is also the Project Lead for key account implementations.
Experience: Before retiring from the Cypress Police Department as a Sergeant, Robert coordinated the use of the InTime scheduling system for 23 agencies with nearly 10,000 employees. He has extensive experience and training in police and civilian union management and is a graduate of the California Commission on Police Officer Standards and Training’s Sherman Block Leadership Institute.
Robert has 20 years of firsthand experience working with InTime during his time as a law enforcement official. Over the last five years, he has served as a member of the InTime Implementations Team, accumulating 25 years of experience with InTime’s solutions.
City of Richmond
2 1.877.603.2830 | intime.com | [email protected]
Aaron Russell – Specialist, Implementation
Responsibilities: Provides technical and implementations support, including collaborating with key personnel and managing day-to-day communication.
Experience: Aaron has 30 years of sworn law enforcement experience. Additionally, he is a United States Air Force Veteran, a certified and licensed Instructor/Mentor/Trainer from various organizations (Crisis Prevention Institute/HeartMath Institute/Ohio Police Officer Training Academy) and currently holds the position of 2023 Past President at the FBI National Academy Associates of the Ohio Chapter. For the past
2.5 years, Aaron has helped customers implement InTime’s workforce management solutions.
Aaron has three years of firsthand experience with InTime during his time as a law enforcement official.
Over the past three years, Aaron has been a member of InTime’s implementation team, accumulating six years of experience with InTime’s solutions.
Sara Dyer – Manager, Customer Success
Responsibilities: Leads the Customer Success team at InTime. Key liaison for all customer support questions after implementation is complete and manages all inquiries to ensure they are responded to in a timely manner. Additionally, Sara ensures that the product is optimized to meet agency needs.
Experience: Sara has over 5 years of experience in InTime Customer Success and Services. She is a product expert who has efficiently diagnosed many high-level product concerns.
City of Richmond
3 1.877.603.2830 | intime.com | [email protected]
Proposed Solution Functionality Requirements
Personnel profile and demographics InTime provides the ability for agencies to input personnel information.
Multiple overtime differentials (days,
swings, graves) code
InTime allows agencies to configure at set various overtime differentials as hours modifiers that can be applied to specific shift or a general shift
Overtime Activity codes All overtime shifts can be coded in InTime to streamline timekeeping, provide granular OT reporting and tracking Leave Codes InTime provides agencies with the ability to input all leave codes
Ability to generate CSV files with overtime
and activity pay codes
InTime provides agencies to generate at generic CSV file with overtime and activity pay codes
Ability to track assets (i.e., ballistic vest,
laptops, etc.) with expiration
InTime has a Asset Tracking and Management Module that
allow agency to input and track all assets.
Ability to publish and post overtime
assignments specific to various units
within the department with a mobile, web
or full client
InTime provides the ability to post out OT assignments to various units and groups through mobile and web.
Mobile application for personnel to enter
overtime and leave request.
InTime mobile app allows employees to submit leave
requests directly from mobile phone and allows supervisors to approve leave request form their mobile phone.
Web application for supervisors to review,
track and publish work schedules
InTime provides three main environments for supervisors and staff to access schedule: InTime Desktop, InTime Web, and InTime Mobile.
Supervisors will have the ability to manage schedules via InTime desktop.
Ability to generate various details and
summary report, including bi-monthly
time sheets
InTime provides a rich reporting database that allows the agency to run over a hundred different categories of
reports.
Such as:
• Hours summary report
• Timecard reports (bi-monthly)
• Timesheet report (bi-monthly)
City of Richmond
4 1.877.603.2830 | intime.com | [email protected]
C. Cost Information
InTime Solution Pricing Annual Subscription For: 225 Employees
Scheduling Module ($72/empy/year) $16,200/Year
Timekeeping Module ($36/emp/year) $8,100/Year
Asset Tracking Module ($18/emp/year) $4,050/Year
Customer Support and Maintenance Included
Secure Hosting
• Top tier cloud service provider
• Automatic failover
• Real time data redundancy
$1,800/Year
Remote Professional Services
Implementation Services for modules listed above
N/A (Already implemented)
Annual Subscription Fees 01/07/2024 – 31/06/2025: $30,150 Annual Subscription Fees 01/07/2025 – 31/06/2026: $31,356 Annual Subscription Fees 01/07/2026 – 31/06/2027: $32,610 Annual Subscription Fees 01/07/2027 – 31/06/2028: $33,914 Annual Subscription Fees 01/07/2028 – 31/06/2029: $35,270
City of Richmond
5 1.877.603.2830 | intime.com | [email protected]
D. Contractor Assignment of Sub-Contract
InTime agrees that the resulting contract shall not be assigned, transferred, or sublet, in whole or in part, without prior written approval of the Police Department. InTime will not be sub-contracting any portion of the resulting contract.
City of Richmond
6 1.877.603.2830 | intime.com | [email protected]
E. Exceptions to this Request for Proposals
City of Richmond
7 1.877.603.2830 | intime.com | [email protected]
City of Richmond
8 1.877.603.2830 | intime.com | [email protected]
City of Richmond
9 1.877.603.2830 | intime.com | [email protected]
City of Richmond
10 1.877.603.2830 | intime.com | [email protected]
City of Richmond
11 1.877.603.2830 | intime.com | [email protected]
City of Richmond
12 1.877.603.2830 | intime.com | [email protected]
F. Statement of Impartiality and Disclosure
InTime declares that the company is not currently, and will not, during the performance of these services, participate in any other similar work involving a third party with interests currently in conflict or likely to conflict with the City of Richmond’s interests. Additionally, InTime is not involved in any pending or active investigations or litigation.
City of Richmond
13 1.877.603.2830 | intime.com | [email protected]
G. Sanctuary City Contracting and Investment Ordinance and Resolution 86-21
Sanctuary City Compliance Statement
City of Richmond
14 1.877.603.2830 | intime.com | [email protected]
Vendor Supplemental Questionnaire Form and Disclosure Statement for Limited Liability Companies
City of Richmond
15 1.877.603.2830 | intime.com | [email protected]