Timekeeping and Absence Compliance Tracking Software

Mt. San Antonio College in Los Angeles County is seeking a comprehensive timekeeping and absence compliance tracking software solution through RFP #2025-144. The procurement targets a robust software system to manage timekeeping for approximately 1,000 employees across five employee constituent groups, including two unions. Required software capabilities include timesheet management, time off request tracking, project time allocation, multiple assignment support, complex multi-step approval workflows, and G/L account allocation. Evaluation criteria will assess vendors based on product experience (30%), scope of work alignment (30%), implementation and service approaches (15%), cost-effectiveness (10%), and understanding of the college's needs (5%). Key procurement dates include a March 19, 2025 RFP release, a mandatory pre-proposal meeting on April 2, 2025, proposal submission deadline of April 23, 2025, potential vendor interviews on May 14, 2025, and a targeted contract start date of August 1, 2025, with an initial five-year term. The software must integrate with existing ERP systems, provide web-based and multi-device access, support role-based permissions, and offer real-time reporting capabilities while demonstrating compliance with federal and state regulations like FMLA and CFRA.

The RFP does not explicitly specify set-aside designations for disadvantaged enterprises or minority-owned businesses. The procurement requires vendors to provide comprehensive implementation, training, and support services with a solution that can handle complex administrative requirements across multiple employee groups. Pricing must remain firm for the first contract year, with potential annual adjustments tied to the LA/Riverside Consumer Price Index, subject to college approval. While no incumbent vendor is identified, the college emphasizes the need for a solution that can seamlessly integrate with existing technological infrastructure. The Professional Services Agreement template indicates that total contract compensation will be determined in the final document, with payment structured on a net 30-day basis upon satisfactory work completion. Contractors must maintain specific insurance coverages, including commercial general liability, professional liability, and workers' compensation, with minimum coverage limits of $1 million per occurrence. The college reserves the right to reject any proposals and select the vendor that best meets their comprehensive timekeeping and absence tracking requirements.