The City of Billings has identified the need to improve the timekeeping and reporting abilities available to staff.  Public Works, Aviation and Transit, the Library, Parks and Recreation, and Facilities Management staff will be implementing the system initially.  Additional Departments may be added at any time during the contract period.  Procuring a more robust system will enhance operational efficiencies, employee access, accountability, reporting and tracking practices.  The new service will provide biometric time-clock hardware, and mobile access in additional to a web-portal with administrative and supervisor dash-boards.  It will also eliminate antiquated paper timekeeping practices.

A Request for Proposals (RFP) was publicly advertised on August 30 and September 6 of 2019.  There were five responses evaluated by the selection committee. The committee determined that Novatime Technology, Inc was the respondent best qualified to meet the specifications and requirements set forth in the RFP. City Council is asked to award the service contract to Novatime Technology, Inc.

City Council may:

• Approve the Service Agreement with Novatime Technology, Inc. or;
• Disapprove the Service Agreement

First year costs for implementation will be $118,263 with on-going annual service costs at $38,062 for service years 2-5.  Human Resources has budgeted $50,000 in the FY 2020 budget for the time and attendance system and the remaining costs will be allocated to Public Works and Aviation and Transit based on employees and number of time clocks.  Both departments have also budgeted sufficient funds in the FY 2020 budget.

Staff recommends that council approve the Service Agreement with Novatime Technology, Inc in the amount of $270,511 for a service term of 5 years for the participating City Departments to receive Time and Attendance System services.