RFI: Time- Attendance- Scheduling Capability
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Transportation Security Administration
Time, Attendance, and Scheduling Capability
Request for Information: TAS022017
Disclaimer:
This announcement constitutes a Request for Information (RFI) for the purposes of determining market capability of sources and obtaining additional information. It does not constitute a Request for Proposals (RFP), a Request for Quote (RFQ), or an indication that the Government will contract for any of the items and/or services discussed in this notice. Any formal solicitation that may subsequently be issued will be announced separately. Information on the specific topics of interest is provided in the following sections of this announcement. The Government is not responsible for any cost incurred by industry in furnishing this information. All costs associated with responding to this RFI will be solely at the interested vendor's expense.
Background:
The TSA currently owns and manages a collection of tools for implementing time, attendance, and scheduling functions for TSA staff in the field. The current tools rely on modified versions of Kronos software applications, Workforce Central (WFC) and TeleStaff to manage schedules, capture attendance, and properly transmit time and attendance data to the Department of Homeland Security (DHS) version of webTA hosted at the National Finance Center (NFC). In addition to the software applications, the system relies on approximately 1,600 Kronos 4500 Terminal time clocks for capturing time and attendance information at all federalized airports.
Since the Kronos 4500 time clocks are no longer sold by the manufacturer and nearing end-of-life, TSA is conducting market research into options to provide Time, Attendance, and Scheduling (TAS) capabilities. The TSA is particularly interested in Industry input and solutions on delivering TAS as a service, fully managed by the vendor, so that the agency can transition from directly managing multiple applications and hardware maintenance.
Capability Needs:
TSA needs a TAS capability for efficient and effective staffing and payroll administration of TSA staff in the field (e.g., Transportations Security Officers). The high-level capabilities are:
• Input shifts from external data sources owned by TSA (e.g., airport shift assignments produced by the TSA Enhanced Staffing Model)
• Manage employee preferences (e.g., shifts, days)
• Assign personnel to shifts
• Update workgroup assignments based on external data sources (e.g., Secure Flight)
• Manage availability (e.g., leave, training, shift trades, etc.)
• Manage overtime
• Provide secure mobile access
• Track time (using time clocks)
• Manage exceptions (e.g. hours outside of schedule)
• Calculate pay based on TSA, DHS, and Office of Personnel Management (OPM) pay policies
• Review, validate, and approve time and attendance information
• Adapt to changes in Government (e.g., OPM, DHS, TSA) policy and collective bargaining agreement with union workforce
• Provide time and attendance information to the DHS version of webTA at NFC
• Provide ad hoc reporting capabilities based on user defined requirements
• Support 24 x 7 x 365 operations of 45,000 employees at 450 airports
Constraints
• Replace Kronos 4500 time clocks before vendor support ends
• Meet FedRAMP certified at the High/High/High level
• Properly safeguard Sensitive But Unclassified (SBU) and Personally Identifiable Information (PII)
• Use TSA's two-factor authentication mechanism (currently PIV card)
Approach :
In the short term, the TSA needs to remove the Kronos 4500 time clocks before vendor support ends. The TSA is exploring options to use this as an opportunity to move to a service-based model. The approach is similar to the TSA Alerts and Warning System RFI issued December 15, 2016, in which TSA sought information on technology solutions delivered as a service, fully managed by the vendor.
In the longer term, the TSA is considering options to eliminate duplication of TAS systems for Transportation Security Officers (TSOs) and Federal Air Marshals (FAMs) wherever feasible. Currently, the FAMs use a separate system, the Mission Scheduling and Notification System (MSNS). The TSA issued an RFI (titled "CEDD System Modernization") on December 22, 2016 to obtain information on approaches to modernize MSNS. Information from the CEDD RFI and this RFI will be used to inform TSA's enterprise approach to managing time, attendance, and scheduling.
Questions:
TSA welcomes Industry input on the questions below. If there is anything that was not asked but is valuable to hear, the TSA welcomes your insight.
1. What are the typical one-time and recurring costs to support 45,000 users at 450 sites currently using approximately 1,600 time clocks?
2. Do you have experience or recommendations on migrating from Kronos Workforce Central (WFC) and TeleStaff to other systems?
a. Can you provide past performance information to indicate the extent, complexity, and magnitude of your experience?
b. What is the typical transition process?
c. What is the rough range of timeline and costs?
d. What are the transition schedule and cost drivers?
3. Are vendor-managed time clocks a viable first step to vendor-managed "Time, Attendance, and Scheduling as a Service"?
4. What is your experience interfacing with Kronos webTA hosted at NFC?
5. What is your experience or recommendations for interfacing solution with PIV cards?
6. What is your experience interfacing with other systems using an API?
7. Can your solution scale to 50,000 users with a workforce that contains some users who use a time clock, and others who use a browser or mobile application to track time?
8. Can your solution be serviced at a TSA-designated facility or would your solution be serviced from your company's location?
Submission Instructions and Formatting Requirements:
1. Responses are requested by March 22, 2017 at 10:00 a.m. Eastern Time. Any response received after this date may also be considered but may not be included in initial reporting or assessments.
2. All responses should be submitted in MS Word version 2010, 2013, or 2016 or as a searchable Adobe PDF format and submitted via email to the following point of contact: Contracting Officer, Mr. Marc Lopez at marc.lopez@tsa.dhs.gov and Contract Specialist, Ms. Ericka Landry at ericka.landry@tsa.dhs.gov.
3. Responses to this RFI should be a maximum of 50 pages including graphics. All information received in response to this RFI that is marked proprietary will be handled accordingly.
4. A cover page labeled with the heading "TSA Time, Attendance, and Scheduling (TAS) System RFI Submission" including the company name, DUNS, CAGE code, Tax Identification Number, address, technical point of contact, telephone number, email address, and one alternate point of contact.
5. Your business size and status information, such as Small Business, HUBZone Small Business, Veteran-Owned Small Business, Service-Disabled, Veteran-Owned Small Business, Woman-Owned Small Business, Small Disadvantaged Business, and 8(a) Small Business.
6. The North American Industrial Classification System (NAICS) codes under which you typically provide services.
7. Responses to the questions presented in this RFI.
References:
Federal CEDD System Modernization, Request for Information, December 22, 2016, https://www.fbo.gov/spg/DHS/TSA/HQTSA/HSTS03-17-CEDD-RFI0001/listing.html
TSA Alerts and Warning System (AWS), Request for Information, December 15, 2016, https://www.fbo.gov/spg/DHS/TSA/HQTSA/HSTS03-17-AWS-RFI001/listing.html
Ericka Landry, Contract Specialist, Phone 571-227-4505, Email ericka.landry@tsa.dhs.gov
