RFP for Time and Attendance System for Warren County

Warren County, New York is seeking proposals for a comprehensive time and attendance system through a Request for Proposals (RFP) to replace its current payroll and time tracking systems. The procurement targets a solution that will serve approximately 1,000 workforce employees, including 566 union employees, with functionality across 60 workforce managers. The system must support biometric time clocks (20-30 units), computer-based time entry, smartphone applications, and accommodate diverse employee access needs. Key deliverables include hardware, software, installation, and training, with specific requirements for FMLA case management, electronic time-off requests, and shift bidding capabilities. The RFP mandates integration with the county's existing New World Systems Logos Payroll Module and requires comprehensive reporting, scheduling, and leave management features. Proposals are due by 3:00 PM on April 3, 2025, at the Human Services Building, with an anticipated initial contract period of three years and potential extensions for up to three additional three-year periods. Vendors must demonstrate system compatibility with full-time, part-time, and per diem employee types, provide detailed company information, and submit required certifications.

The RFP does not explicitly indicate specific set-aside designations or restrictions for disadvantaged enterprises. The current system appears to be from New World Systems, and the county has already viewed demonstrations from Tyler Technologies but is not seeking a fully integrated HR solution. The system will require 290 total scheduling licenses, with 260 concentrated in the Sheriff's Office and 30 at Countryside Adult Home. While a specific budget range is not disclosed, the comprehensive nature of the system and the requirement for approximately 20-30 biometric time clocks suggests a significant investment. Vendors must provide extensive documentation including software capabilities, interface requirements, customer support protocols, and disaster recovery plans. The implementation will need to support an online community feature for users to discuss potential system issues and solutions, and accommodate the Sheriff's Office's annual shift bidding process. Proposed solutions must demonstrate robust functionality across scheduling, time entry, leave management, and employee access while maintaining compatibility with existing county systems.