Board of Selectman Regular Meeting Materials (linked)

FINANCE DEPARTMENT
VMemo
September 2, 2022
Mr. Robert J. Brule
First Selectman
Town of Waterford
15 Rope Ferry Road Waterford, CT 06385
Re: Bid Waiver — ADP Timekeeping System
Mr. Brule:
The Purchasing Agent, on behaif of the Finance Department,.respectfully seeks a Bid Waiver for
the purchase and implementation of the new ADP timekeeping systern.for'$33,525.80, from ADP
inc. This Request is in accordance with The Purchasing Ordinance Section 3.08.050. This system
is solely manufactured by the vendor. 
;
Funds will be available from Line Item 10147- 52043 Service Contracts information.
Purchasing Agent

HIVESU GH OUT y
Nurmber
ry Allen
Direetor of Fina
243 $8,600.00 $24,925.80
Total irplementaton Total Annual
Employess Cows Investment
Expiration
10/10/2022
ADP Sales Associate
Roger Laruche
WFM DM
roger laroche@adp.com

Bees Woe . fs
O4 4
impartant Project and Billing Information
Billing for Enhanced Time will be begin on the date Enhanced Time is available for use.by the CLIENT in a praduction environment.
The billing counts is based on all non-terminated employees in the Time Module. This count includes practitioners and supervisors.
The Enhanced Time pricing is based solely on tracking US employees Only. Extra fees will apply for tracking any lives outside. the
us.
Other :
ADP Fees for service frequency and method will follow that of the parent company code.
Expiration Date: 10/10/2022
Summary
Estimated Annual Net Investment: _____ $24,925.80 Total Net ee.
Implementation:
$8,600.00
The ADP Services Listed on this Sales Order are provided at the prices set forth herein and in accordance with the ADP Master
Services. Agreement (or other similar agreement governing ADP's services), which shall include any appendix, exhibit,
. addendum, schedule or other similar document attached thereto or accompanying this Sales Order. By signing below you are
acknowledging and agreeing to such terms and conditions and fo the listed prices,
ADP, Inc. Client: Town Of Waterford
Signature: Signature:
Name: Name:
Title: ” Title:
Date: . Date:

a?
ADP Workforce Now
ces Agroement
ADP, Inc.: (referred to herein as "ADP") Client: (referred to herein as "Client")
One ADP Boulevard Town Of Waterford (Effective Date)
Roseland, New Jersey 07068 15 Rope Ferry Rd
United States
Waterford, CT 06385-2806, United States
Attention
Kimberly Allen
This Amendment modifies, amends, and supplements the terms and conditions of the ADP Workforce Now® Master Services Agreement,
Global Master Services Agreement, or such equivalent terms and conditions or agreement between ADP and Client (the “Agreement’). ADP and
Client agree that ADP shall provide Client with the following additional services in accordance with the terms set forth herein and in the
Agreement. It is understood that fo the extent this Amendment modifies an Agreement that does not include any reference to annexes as set
forth herein, references to such annexes are for illustration purposes only and do not define, limit, or otherwise affect the meaning of any
provisions hereof or as set forth in the Agreement. The terms set forth in each annex listed below and attached hereto is incorporated into the
Agreement in full by this reference as if set forth in full therein.
ANNEX C: [TIME AND ATTENDANCE SERVICES
ANNEX CC: COMPLIANCE ON DEMAND
BY SIGNING BELOW, CLIENT ACKNOWLEDGES THAT THEY HAVE REVIEWED THE ENTIRE AGREEMENT INCLUDING THE TERMS
AND CONDITIONS IN EACH ANNEX CORRESPONDING TO SERVICES PURCHASED PURSUANT TO THE SALES ORDER.
If there Is a conflict between this Amendment and the Agreement (or any amendment or addendum to the Agreement) or if the Agreement
contained terms for services that were not purchased at the time the Agreement was executed, this Amendment shall govern with respect to the
services listed above. The terms set forth herein replace in their antirety any duplicative terme set forth In the Agreement.
ADF, Inc. CLIENT
(Signature of Authorized Representative) (Signature of Authorized Representative)
{Name - Please Print) (Name - Please Print)
{Title} (Title)
(Date) — (Date)
DP Proprietary and Confidential 02-2022-459304.1 ADP Workforce No
‘ersion 12 (08312020) Cover-2

ADP Workforce Now | Annex C
Time and Attendance Services
2.8.2.2.4 a retention schedule and guidelines for permanently destroying Biometric Identifiers and Biometric
information;
2.5.2.2.2 a commitment to destroy Biometric Data when the initial purpose for collecting or obtaining such
identifiers or information has been satisfied or within 3 years of the individual's last interaction with
Client, whichever occurs first; and any additional requirements as required by applicable law.
2.5.2.3 Biometric User Notice and Consent. Client will provide notice and procure and retain appropriate consents
or releases from Biometric Users in the manner and to extent the same are required by applicable law,
including:
2.5.2.3.1 notifying Biometric Users in writing that Client, its vendors, and/or the licensor of Client’s time and
attendance software are collecting, capturing, or otherwise obtaining Biometric Users’ Biometric
Data, and that Client is providing such Biometric Data to its vendors and the licensor of Client's
time and attendance software; such notice will specify the purpose and length of time for which
Biometric User's Biometric Data is being collected, stored, and used;
2.5.2.3.2 obtaining a written release or consent from Biometric Users (or their legally authorized
Tepresentative) authorizing Client, its vendors, and licensor of Client's time and attendance
software to collect, store, and use the individual’s Biometric Data for the specific purpose
disclosed by Client, and authorizing Client to provide such Biometric Data to its vendors and the
licensor of Client's time and attendance software; and if requested by ADP, providing to ADP
copies of the required consents or releases collected and retained by Client, and/or certifying to
ADP that such corisents or releases have been obtained.
2.5.24 Retention and Purging of Biometric Data. Client will work with ADP to ensure that Biometric Daia is
tetained and purged in accordance with applicable law. To the extent necessary for the purging or deletion of
such Biometric Data, Client agrees to provide timely notification to ADP of the termination of the employment,
or the satisfaction of the purpose for which Biometric Data was collected with respect to any given Biometric
User. ADP is not responsible for Client's failure to provide timely notification of the termination of the
employment, or the satisfaction of the purpose for which Biometric Data was collected with respect to any
given Biometric User.
2.8.2.8 Storage of Biometric Data in Timeciocks. Client agrees that it shall use a reasonable standard of care
consistent with potentially applicable law to store, transmit and protect from disclosure any paper or electronic
biometric data collected in timeclocks. Such storage, transmission, and protection from disclosure shail be
performed in a manner that is the same as or more protective than the manner in which Client stores,
transmits and protects from disclosure other confidential and sensitive information, including personal
information that can be used to uniquely identify an individual or an individual's account or property, such as
genetic markers, genetic testing information, account numbers, PINs, driver’s license numbers and social
security numbers.
2.8.3 Third Party Beneficiary. Notwithstanding anything to the contrary in the Agreement, Client agrees that ADP and
licensor of any applicable Biometric Services (and their respective successors and assigns) are third party beneficiaries
of this Agreement solely as it relates to Biometric Services.
2.5.4 Additional Termination Provisions for Biometric Services. If ADP determines that Client has failed to comply with
any potentially applicable laws and regulations applicable to the Biometric Services, ADP may, in its sole discretion and
upon notice to Client, immediately suspend or terminate the Biometric Services.
2.6 Third Party Software, Notwithstanding Sections 5 of Annex A, the Client shall be subject.to the additional licensing or acces
terms set forth at (i) www.adp.com/timterms.aspx if the Client has purchased ADP Workforce Now Enhanced Time or
(i) www.adp.com/wimlicenseterms if the Client has purchased ADP Workforce Manager Services.
ADP Proprietary and Confidential ; ; : : — — : . — ADP W
Workforce Now
Version 11 (08342020) C-2