Time, Attendance and Scheduling Software Request for Proposals

CITY OF NORTH OLMSTED
REQUEST FOR PROPOSALS
TIME, ATTENDANCE and SCHEDULING SOFTWARE
RFP Issued: Wednesday, October 14th, 2026
RFP Submission Deadline: 2:00 PM EST on Friday, November 6th, 2026

REQUEST FOR PROPOSAL
TIME, ATTENDANCE and SCHEDULING SOFTWARE
Table of Contents
RFP Information ........................................................................................................................... 3
Introduction ................................................................................................................................... 4
Purpose........................................................................................................................................... 4
Existing Time and Attendance Reporting Methods................................................5-6
Response Format ........................................................................................................................... 6
Executive Summary .................................................................................................................. 6
Company Background .............................................................................................................. 6
Client References ...................................................................................................................... 6
Scope of Work ........................................................................................................................ 6-8
Implementation Methodology .................................................................................................. 8
Support....................................................................................................................................... 9
Hardware ................................................................................................................................... 9
Cost Summary ............................................................................................................................... 9
Evaluation Criteria ........................................................................................................................9
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RFP Information
Project Description
The City of North Olmsted (hereby referred to as "The City") seeks to identify a potential vendor
and pilot the timekeeping software and hardware by June 1, 2027 (in pilot/test mode), with an
estimated entire organizational implementation launched by September 30th, 2027.
This project will include the acquisition, implementation, and training of time, attendance, and
scheduling system, along with software and hardware that is compatible with the Tyler
Technology Munis EERP application (including continuing system maintenance and technical
support).
Project Location: North Olmsted, Ohio
Proposals Due: Friday, November 6th, 2026 by 2:00 PM Eastern Standard Time.
Sealed bid proposals must be delivered to:
Keegan Radeff
Director of Finance
City of North Olmsted
5200 Dover Center Road
North Olmsted, Ohio 44070
Proposal General Information
* Any questions regarding electronic timekeeping within the City will be shared among
proposers and must be directed to: Keegan Radeff, 440-716-4144, Radeffk@North-
Olmsted.com All questions must be received by October 31st to allow appropriate time for
responses to be provided to all respondents. All questions and responses will be made
available on the City's webpage along with a copy of this RFP.
https://www.north-olmsted.com/i_want_to/apply_for_obtain/public_bids_rfps.php
* Any cost(s) incurred by the respondents (bidders) in preparing and submitting a response to
the RFP shall be the respondent's sole responsibility.
* All responses, inquiries, or correspondence relating to this RFP will become the property of
City when received and will not be returned.
* The City reserves the right to accept or reject any submittals.
* City reserves the right to award contracts as it deems will best serve its interests, including
award of the services being sought to one or more of the applicants.
* Proposals, modifications, or corrections received after the closing time on November 6th,
2026, will be considered late and will not be opened. If only one proposal is received in
response to the RFP, the City staff may either make an award or, re-solicit for the purpose of
obtaining additional proposals at their discretion. The City reserves the right to reject all
proposals.
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Introduction
The City of North Olmsted is home to approximately 34,000 residents within Cuyahoga County.
The City is legislated by elected City Council members with daily operations and oversight by an
elected Mayor, Director of Finance and Director of Law. The City employs approximately 520
employees (approximately 252 full-time and 268 seasonal and part-time). These employees are
located in various offices and locations across the City in order to provide services to the community.
The departments are listed as follows:
* Location - 5200 Dover Center Road
Administration
* Mayor, Mayor's Court, Economic Development, Engineering, Recreation and
Public Engagement Director, Safety Director, Building, Law, Human Resources,
Finance, Information Technology, and City Council
* Fleet, Service
* Location - 27243 Lorain Road
* Police Department
* Location - 24291 Lorain Road
* Fire Station 1
* Location - 29592 Lorain Road
* Fire Station 2
* Location - 26000 Lorain Road
* Parks and Recreation
* Location - 28114 Lorain Road
* Senior Center
* Location - 23775 Mastick Road
* Waste Water Treatment Plant
With the various departmental nuances and a variety of staff hours, the City has operational
challenges as it relates to ensuring ongoing timeliness and accuracy of reporting employee time.
Purpose
The City of North Olmsted seeks an electronic timekeeping and scheduling system to help manage
its employees and create greater efficiencies. Generally, the City provides a comprehensive benefits
package that allows employees to use personal leave, accrued sick time, holiday pay (as scheduled
and accrued floating), as well as accrued vacation. The desired vendor will be able to account for
various rules and work schedules that are unique to each division and/or position.
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Existing Time-Keeping Methods
Currently, the City utilizes multiple time-keeping software and/or systems to record time worked
and leave accrual amounts. Some involve electronic time clocks and timekeeping software, while
others require a manually tracked (paper) system. The department heads or designated payroll
reporting coordinators then transfer the time-keeping data to paper timesheets (spreadsheet format
with earnings and leave codes noted). All department heads sign the finalized paper time sheets
prior to submission to the Finance payroll clerk who then enters the hours worked or used manually
on a bi-weekly basis into the financial software system (Munis). Once the hours are entered and
reconciled, the payroll is dispersed electronically to the employees' bank accounts.
Across the organization, there is a large variety of employee schedules, locations, and challenges.
The diversity of the job functions within the organization results in a variety of rules for employee
timekeeping. Divisions with key logistical challenges include the Fire, Police and Waste Water
Treatment Plant as these schedules run 24/7/365.
The City has part-time employees and shift scheduled work. At times, the sources of their pay can
be divided among multiple accounts depending on their job assignments (i.e. special grants or
programs). The desired time-keeping system should be able to meet the unique requirements of these
various employee groups.
Some departments of the City have not used an electronic timekeeping system software previously.
Therefore, the desired vendor needs to provide training for front-line, supervisor, and administrative
employees to aid in the implementation of the system. The desired vender will list and provide
several options for capturing time within the City organization that include, but are not limited to:
physical time clocks, mobile solutions, and web-based capabilities.
The desired time-keeping system will also have the capabilities to account for the City's unique rules
and be compatible with the City's enterprise resource planning system (Munis). The time-keeping
system must be able to import and export information into Munis.
The proposed software solution must also be compatible with and/or operate in a comparable manner
to the following existing payroll system: Tyler Tech (AKA Munis) Payroll.
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Response Format
Respondents (bidders) should submit in electronic format a document, which includes the following
sections:
1. Executive Summary
The Executive Summary should include a brief overview of the Proposal. It should be prepared
in such a manner as to make it understandable to individuals not familiar with the terminology
specific to this type of project.
2. Company Background
* Company Headquarters Information
* Company History
* Description of Products and Services Provided
* Experience with City/Municipal Government Customers
3. Client References
Bidders must supply at least three (3) public sector sites that are currently using a similar system
requested by the City. Include: Entity name, Address, Contact name, Phone number.
4. Scope of Work
The City of North Olmsted is seeking qualified firms with extensive knowledge and background
in electronic timekeeping and human resource management. Qualified applicants shall include a
scope of work that includes, but is not limited to, the following information:
A. Solution Overview:
* Describe a general overview of the nature and capabilities of your solution.
* Describe the solution's compatibility with the existing enterprise financial payroll and
finance systems.
B. General Functionality:
* Describe how all employees will interact with the system. This includes the types and
functionality of hardware and software clock-in/clock-out interfaces.
* Describe how employees who do not have access to desktop applications will have access to
functionality, either via mobile web or vendor supplied hardware.
C. Time and Attendance:
* Describe how your system tracks and collects time and attendance of employees.
* Does the system have the ability to track time to projects, grants, business units, or specific
activities?
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D. Leave absence Management:
* Can the solution track and manage all types of leave concurrently; including federal and
state mandated leave, military leave, medical leave, short-term disability, as well as
intermittent leave? Please describe.
* Explain how your system facilitates handling the provisions of the Family and Medical
Leave Act (FMLA).
E. Scheduling:
* Describe how the solution handles accrued benefits (e.g., vacation, holiday, sick time,
unpaid leave.)
* Does the solution allow a payroll administrator or manager/supervisor to enter or create
schedules for employees?
* Describe how employees and supervisors manage schedule changes.
F. Human Resources:
* Describe how your system does, or can, track percentage employee time.
* Describe the integration between benefits and payroll.
* Describe how your system handles leave requests and PTO.
G. Payroll:
* Describe your solution's payroll capabilities.
* Describe how your system tracks and calculated required to be compliant with the No Tax
on Overtime provision that was enacted under the One Big Beautiful Bill Act (OBBBA).
* Describe how your system imports and exports information into Tyler Tech/Munis.
H. Security:
* Describe your solutions' security features that mitigate employee misuse and external
attack.
I. Additional Solutions and Other Information:
* Describe how your time and attendance solution is capable of integrating with other
Human Resources Information Systems (HRIS)/Human Capital Management systems
(HCM) and/or ERPs.
J. Bidders shall include any information related to the topics above and any information that
separates their product and services from the competition.
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5. Implementation Methodology
The implementation methodology should include every facet of the implementation process to
integrate the software into the City's operations. Please provide thorough information on the
following:
A. Project Management:
* Please describe the vendor project management team and responsibilities, as well as duties
and role of City staff in implementation.
B. Training:
* Methodology
* Training Options
* Curriculum for various City personnel
* On-going training resources for new personnel
C. Data Conversion:
* Data conversion services provided
* Timelines for application design, customization and implementation o Provide an
implementation Gantt Chart or similar graphic image reflecting this estimated timeline.
D. Timeline:
* Provide a timeline of anticipated implementation
* Please include estimated hours and projected time frame of both vendor and the City's
staff time needed to dedicate to a successful data migration and system implementation
process.
6. Support
The bidder will provide the following Support information:
A. Support Options
* Does the Vendor provide a toll-free support number?
* Does the Vendor provide Online Support?
* Who from the City may contact Support?
B. Support Goals
* Please provide Response Times and Service Level Agreements.
* Who is responsible for hardware and system software maintenance?
* Who is responsible for hardware and system software support? Provide if third party.
C. System Updates
* How are updates managed?
* How often are updates released?
* What is the typical downtime during an update?
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D. System Interface Capabilities
* Provide a summary of the accounting/payroll/ERP software packages with which your
software/hardware can currently interface.
7. Hardware
The bidder is encouraged to recommend any enhancements to the minimum requirements stated
below that will improve the overall performance and usability of the system.
Describe the following requirements of the proposed system:
* Provide details (including technical) for the hosting service used to host the SaaS product.
* Client System Requirements (include any add-ons and plug-ins required).
* Compatible Web Browsers.
* Any additional hardware required to be purchased and maintained by the City.
Cost Summary
Provide a total cost proposal for all products and services to be delivered and a breakdown of costs
delineated by one-time, ongoing, and annual costs for products and services as described in your
proposal. Amounts should contain no taxes and include all transportation and delivery to the City.
All costs shall be in actual dollar-and-cent amounts. Please provide best estimate for travel costs and
other miscellaneous items.
Provide approximate estimate of yearly cost increases as a percentage after the initial contract term.
The proposal pricing must remain in effect for at least one hundred and twenty (120) days after the
date of submission.
Evaluation Criteria
Following the closing of the RFP application period, the City will assemble a selection committee
to review applications and select a vendor that best fits the needs of the organization. The City
reserves the right to select the bidder who best meets the overall needs of the City based on the
following criteria (not listed in order of importance):
1. User friendliness;
2. Ability to accurately track time worked and accrued PTO;
3. Ability to account for unique employee groups and diverse work schedules;
4. Ability to schedule employees (multiple shifts, shift trading and leave management);
5. Provide status notifications to employees, supervisors, and administrators (i.e.
attendance task and schedule reminders);
6. Availability and quality of customer service capabilities; and
7. Ability to import and export accurate information into and out of Munis.
8. Ability to import and export accurate information into and out of the City's other existing
scheduling and time and attendance software applications.
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