Time Entry & Attendance System Selection

The City of West Sacramento is soliciting proposals for a comprehensive Time Entry & Attendance System through RFP #25-017-RFP, seeking a vendor-hosted/cloud solution for timekeeping and scheduling software. The procurement targets a fully integrated system that includes modules for Human Resources, Timekeeping, and Scheduling, with extensive implementation services. Specific deliverables include project management, software installation, report development, integration and interface development, software modifications, implementation and training services, testing, knowledge transfer, system documentation, operational redesign assistance, ongoing support and maintenance, and hosting services. The evaluation process will be conducted in three rounds, with weighted criteria of 30% for functionality, 30% for implementation approach, 20% for vendor viability, 10% for cost, and 10% for technical capabilities. Key dates include a clarification questions deadline of June 8, 2025, and a proposal submission deadline of July 2, 2025, at 11:59 pm. The initial contract term may be up to 3 years, with potential extensions for two additional 1-year terms, potentially totaling 5 years.

No specific set-aside designations or restrictions for disadvantaged enterprises were explicitly mentioned in the documentation. The RFP requires proposers to submit a comprehensive package including a proposal transmittal letter, software and services forms, functional requirements documentation, proof of business licensing, insurance certificates, a W-9 form, and debarment status verification. Proposers must provide a firm, fixed price for all components, with detailed pricing to be submitted in an Excel spreadsheet. The city reserves the right to purchase hardware or software items without altering unit prices and expects bidders to provide pricing alternatives and potential discounts. While specific budget ranges were not disclosed, the project appears designed to serve nearly 500 full-time employees across nine city departments. Insurance requirements are substantial, including Commercial General Liability of $1,000,000 per occurrence, Commercial Automobile Liability of $1,000,000 per accident, Workers' Compensation per statutory requirements, and Professional Liability of $1,000,000 per claim.