Time and Attendance System

Littleton Public Schools in Arapahoe County, Colorado, is soliciting proposals for a comprehensive electronic Time and Attendance System through RFP #2-25-1, targeting approximately 2,200 employees across various classifications. The district seeks a robust, user-friendly solution capable of managing complex time tracking, leave management, and payroll integration while ensuring compliance with state and federal labor regulations. Key system requirements include multiple clock-in/out options (networked computers, mobile devices, wall-mounted time clocks), real-time labor tracking, advanced time-off management, overtime calculation, and substitute management capabilities. The proposed system must integrate with existing payroll and ERP systems, provide advanced reporting and analytics, and support ACA and FMLA compliance. Evaluation criteria will focus on system functionality, WCAG 2.1 accessibility compliance, vendor experience, integration capabilities, total cost of ownership, and K-12 environment references. The procurement timeline includes a proposal due date of March 31, 2025, at 2:00 PM Mountain Standard Time, with vendor selection anticipated by May 23, 2025, implementation beginning July 7, 2025, and a go-live date of January 5, 2026.

The RFP does not specify explicit set-aside designations or restrictions for disadvantaged enterprises. The current system relies on a manual paper timecard process and uses Business Plus by PowerSchool as the ERP system, indicating the need for seamless integration with existing technological infrastructure. The system must support approximately 250 supervisors, managers, and administrators with system access for approvals, editing, and reporting, and accommodate complex scenarios such as multi-position employee overtime calculations and compensatory time tracking. While no specific budget amount has been predetermined, the district is finalizing fiscal year 25/26 budget allocations for this procurement. The proposed contract is initially for one year, with options for four subsequent fiscal years subject to annual review and satisfactory negotiations. Technical requirements include robust security measures such as multi-factor authentication, SSL/TLS encryption, role-based access control, and compliance with federal and state privacy laws. The district is seeking a cloud-based solution with 99.9% guaranteed uptime and comprehensive vendor-provided training and implementation support.