Government Contract | Virginia
Child Care Time and Attendance Tracking

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Bid Information

Bid Alert No: 00000568075

Bid Title: Child Care Time and Attendance Tracking

Agency Bid No. Title: OECD-16-059

Received Date: 05/11/2016

Close Date: 06/30/2016

Purchase Type: 10/1/17 through 9/30/22

Delivery Point:

Delivery Date: Not Stated

Special Notices: Pre-Bid Conference Optional 05/19/2016 02:00 PM


Specifications include, but are not limited to:The Contract covers the delivery of the full scope of ECC services for the Child Care subsidy program.The Contractor shall also support VDSS in activities relating to disaster recovery services. Support also includes but is not limited to personnel support, communications support such as a message on the customer service and vendor support lines, additional help desk staff, technical and equipment support, card production and card issuance.The Contractor shall provide an ECC user system that is web-based and can be accessed by users in a Microsoft Windows environment. Drop-down menus, point-and-click, and/or Graphical User Interface (GUI) technology for system navigation shall be included. Contractor should recommend the use of new and innovative technologies that will improve service or operational savings or both. VDSS requires proposed changes to business rules and technologies that will minimize the need for manual attendance entries by state workers, vendors or contractor staff; the known processes contributing to manual attendance include but are not limited to the following:Delay in a client receiving the card or replacement card for POS technologies;Limited capability for additional cardholders;Delay in onboarding a new vendor with a signed agreement and bank information;Delay in the worker processing the case where system issues contribute to the delay; andDelay in a vendor getting the device required for attendance tracking.The system should be designed to minimize the bottlenecks that contribute to manual attendances and new technologies can be proposed to meet these objectives such as biometrics to replace card technologies.The proposed system should also be flexible to accommodate different rate types. VDSS currently pays vendors based on duration of attendance as either in part day or full day units. Regulation changes or efforts to reduce the complexity of attendance tracking may result in a change to pay vendors either for full-time or part-time care depending on the need. The participation of children in care would be confirmed using an attendance-tracking device but only a single check-in would be required depending on the proposed design.VDSS is interested in innovative methods of tracking attendance and making payments to vendors in a manner that provides the most efficient user experience for both clients needing to check children in and out of facilities as well as efficient means tor vendors to reconcile payments. Examples of such innovative technologies include, without limitation:Biometric devices, touch screens, or tablets for attendance tracking;Alternative methods for completing off-line attendance transactions (such as in the event of power or telecommunication failures);Wireless or smart phone technology (to support ECC transactions in locations without land line telephone access or where children use transportation as means of arriving at a facility);Streamlined solutions for card issuance and replacement including card replacement where client does not have a card number;Ability to use the clients TANF card for child care attendance tracking;Email, text, and other broadcast notifications to vendors and workers;Vendor portal which can be accessed using a single account for an owner of multiple facilities;Client web-based portal that can be used to view attendance history and errors or to enter manual attendance with digital signature;Streamlined process of onboarding new vendors;Workflows for the approval of vendor agreements and digital signatures;Devices that enable persons with disabilities to access client or vendor portals;Detection and prevention of fraud (such as fraud profiling data, fraud dashboards);Bi-directional interface with the DSS eligibility and/or licensing systems so vendors can make edits to certain demographic data, submit vendor agreements with digital signatures and to upload supporting documentation;Interactive messaging to guide a client through a check-in or check out of children in care without error;Automated means to keep the ECC data synchronized with the eligibility system;Web-based reporting; andData extracts for offline reporting via data warehouse and/or spreadsheets;The scope of services shall provide ECC services that meet the Commonwealths and or VDSS quality, performance, and cost-efficiency requirements. Services to be provided include, without limitation, are

Product Codes: 20810, 94610

Agency Information

Issuing Agency: Commonwealth of Virginia Department of Social Services

State: Virginia

Agency Type: State and Local

Contact: Robert Earley, Department of Social Services 801 E. Main Street, Richmond, Virginia, 23219

Phone: 804-726-7182




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