[RFP NO.:2026-03] Software and Time Keeping Devices for the Implementation of Digital Timekeeping using Iris Recognition

PURPOSE:
The College of Micronesia-FSM (COM-FSM) is seeking proposals from experienced and qualified firms or individuals, hereinafter referred to as the “vendor”, for the implementation of digital timekeeping using iris recognition technology.

BACKGROUND:
The College of Micronesia–FSM (COM-FSM) operates a multi-campus system across four states and six distinct locations, employing approximately 500 faculty and staff—both regular employees and those on special contracts—in various roles, including academic, administrative, technical, and support positions. While the College utilizes a unified payroll platform (MIP Abila), its timekeeping process remains fragmented, outdated, and inefficient, creating significant operational, compliance, and morale challenges.

SCOPE OF WORK:

1. Timekeeping Software Requirements
   The proposed software should include, at a minimum:
   
   1. 1.1 Core Functionality
      
      • Employee clock-in/clock-out tracking
      • Meal and break tracking
      • Overtime calculation (configurable rules)
      • Timecard review and approval workflows
      • Employee self-service access
      • Manager dashboards and reporting
   2. 1.2. Payroll Integration
      
      • Integration with payroll systems (MIP Abila Payroll System)
      • Export options (CSV, API, etc.)
   3. 1.3 Compliance
      
      • Support for state and local labor laws
      • Audit trails and historical records
      • Configurable compliance alerts
   4. 1.4. System Features
      
      • Cloud-based or hosted solution
      • Role-based security
      • Data encryption and secure authentication
2. Time Keeping Devices
   Vendors should propose compatible hardware devices, which may include:
   • Biometric (Iris Scanning)
   • Touchscreen interface
   • Offline functionality with data syncing
   • Wall-mounted and/or tabletop options
   Please specify:
   • Device models and specifications
   • Warranty and replacement policies
   • Environmental durability (if applicable)
3. Implementation & Support
   Vendors should describe:
   • Implementation timeline and methodology
   • Data migration support
   • System configuration and testing
   • Training options (admin, managers, employees)
   • Ongoing technical support and SLAs
   • Software updates and maintenance

ELIGIBILITY AND QUALIFICATIONS OF THE VENDOR:
To be eligible to respond to this RFP, the vendor must demonstrate that he/she has successfully completed services similar to those specified in the Scope of Work section of this RFP to institutions similar in size and complexity to the College of Micronesia-FSM, preferably in the Pacific Region.

PROPOSAL FORMAT:
The proposal should include:

1. A statement of the vendor’s understanding of the RFP. The vendor must explain how it would provide these to the college.
2. The names of the persons who are authorized to make representations on behalf of the company (if any). Include their title, address, phone number, and email address.
3. A description of any comparable work or services performed by the applicant during the most recent five-year period, similar in scope to the colleges. In particular, it should highlight any experience with institutions similar to the College of Micronesia-FSM, to include accredited community colleges, as well as four-year colleges and universities. If the vendor has provided services comparable to those requested in this RFP, provide a list of the names of the contact person at each institution, title, and contact information. The college will randomly select from this list and conduct a reference check on the vendor.
4. The vendor is welcome to outline additional services or alternative approaches that they feel are in the college’s best interest.
5. The vendor should guarantee delivery of the scope of work in accordance with the terms of this RFP and as described in the vendor’s proposal.
6. Vendors are required to submit a firm fixed price proposal for the items requested in the Scope of Work. The vendor’s price will remain valid throughout the stipulated performance period or until delivery is completed.

CONFIDENTIALITY OF DATA:

• All data received by the vendor from COM-FSM shall be treated with utmost confidentiality. The vendor shall retain data received from COM-FSM only for the period required to use it for analysis and reporting. The vendor agrees that, within 90 days after termination of the contract, all data will be destroyed in a manner that prevents its physical reconstruction using commonly available file restoration utilities.
• Access to any data provided by COM-FSM for the purposes of the proposal shall be restricted to only those employees of the vendor who need it in their official capacity to perform duties in connection with the Scope of Work outlined in the proposal.
• The vendor agrees that any reports provided will ensure the confidentiality of individuals by not identifying personally identifiable information provided to the vendor through the activities identified in the proposed scope of work.
• Use of COM-FSM data and analysis may not be publicly reported or published without prior review and authorization from COM-FSM.

CONTRACT DETAILS:
The following are details for the project implementation and the payment terms:

• Period of Performance – The project will take approximately one year, beginning in April 2026, and is estimated to be completed by the end of March 2027.
• Terms of Payment – Payment will be made through check or through wire transfer to the vendor’s bank. An initial payment of 30% of the total project cost will be processed upon signing the project contract. The 2nd payment, equal to 40% of the total project cost, will be due upon submission of proof of delivery of the deliverables. The final payment of the remaining 30% will be made after the implementation. This term can be revised in the approved contract depending upon the agreed deliverables.

SUBMISSION OF PROPOSAL:
Proposals should be submitted on or before 5:00pm, March 16, 2026 (Pohnpei local time). It should be addressed to:

Mario Ignacio
Procurement Director
College of Micronesia-FSM
P.O Box 150, Kolonia, Pohnpei, FM 96941

Electronic versions will also be accepted. Please send them to mario.ignacio@comfsm.edu.fm

FINAL APPROVAL:
COM-FSM reserves the right to reject all or part(s) of any proposal submitted.