Time and Labor Management System Solution

The City of Phoenix is seeking a comprehensive Time and Labor Management System Solution through a Request for Proposal (RFP-25-0704) for a five-year contract commencing on or about March 1, 2026. The procurement targets replacing the city's current decentralized time tracking systems and will serve approximately 15,000 employees across 41 departments. The proposed system must provide advanced capabilities including complex scheduling, decentralized time collection, leave management, automated earnings calculations, employee self-service functionality, mobile access, and integration with the city's existing PeopleSoft eCHRIS system. Vendors must demonstrate at least five years of experience, have completed two large-scale implementations, and provide solutions meeting the detailed 503 functional requirements outlined in the Exhibit A Functional Requirements Matrix. Key deliverables include enterprise-level software capable of managing 552,431 annual leave requests, 15,123 employee schedules per pay period, and 50,966 additional earnings calculations per pay period. The solicitation was released on July 7, 2025, with a pre-offer conference scheduled for July 17, 2025, written inquiries due by August 1, 2025, and final offer submissions required by September 17, 2025 at 2:00 pm local time.

The RFP emphasizes specific requirements for vendor qualifications, including onshore hosting with no remote access for non-U.S. based personnel and robust security certifications such as FedRAMP Moderate or equivalent. While specific set-aside designations are not explicitly detailed, the supplemental terms and conditions indicate a strong commitment to disadvantaged business enterprise (DBE) requirements and non-discrimination policies. The system must integrate with existing infrastructure including eCHRIS and Phoenix U (Cornerstone Learning Management System), supporting multiple work schedules and various union and labor agreement rules. The cost workbook requires comprehensive pricing across implementation, support, software, and ongoing maintenance, with vendors expected to provide a firm fixed price for the entire five-year contract period. Although exact budget ranges are not specified, the pricing proposal template suggests the city anticipates a significant investment in a sophisticated time and labor management solution, with provisions for approximately three full-time equivalent (FTE) staff to support ongoing system enhancements and IT initiatives.