Time and Leave Management Systems

The Bedford County Department of Finance is requesting proposals for **Time Management and Leave Management Systems**. Bedford County School District is soliciting proposals from qualified vendors to provide a Time Management System (TMS) (timekeeping and attendance software) and Leave Management System (LMS) that is compatible with NextGen platforms used by local governments. The systems would streamline time tracking, attendance, leave management, and integrate with existing payroll and HR systems.

Project Objectives

• Automate employee time-tracking and attendance
• Automate leave management of accrued PTO (sick/personal/vacation/etc.)
• Integrate with existing ERP, payroll, and HR systems (NextGen)
• Ensure compliance with federal, state, and local labor laws
• Provide real-time reporting and analytics
• Support flexible scheduling and multiple pay codes

Scope of Work

The selected vendor will:

• Provide cloud-based TMS and LMS
• Ensure compatibility with NextGen platforms
• Offer leave and absence management features
• Ability to preload benefit accruals on July 1 and accrue 1 per month based on employee classification
• Ability to manage ½ day/whole day absence entries or by the hour based on different employee classifications
• Deliver real-time dashboards and reporting tools
• Provide training and ongoing support
• 1-year contract with the option to renew up to 2 additional years

Technical Requirements

• Web-based and mobile access
• Vendor Hosted
• Secure data handling with audit trails
• Scalable architecture
• Integration with existing systems
• Ability to control access by IP address

Functional Requirements

• Employee self-service portal
• Administrative override capabilities
• Compliance tracking

**Submission:** Sealed bids **must** be delivered in hand or by a mail service in a sealed envelope marked on the outside lower left corner, Bid No. 27-14 Time and Leave Management Systems. Bids will be received and opened at **2:00 p.m., Friday, November 20, 2026**. Any bids received after the scheduled closing time for receipt of bids will be returned to the bidder unopened. Facsimile bids will not be considered.

Proposals are to be made on the *Proposal Form* provided. Please complete forms included in the enclosed *Vendor Packet*: *Form A* - Vendor Acknowledgement Letter, *Form B* - Iran Divestment Act Affidavit, *Form C* - Title VI Contract Assurance, *Form D* - Vendor Certification of Eligibility and Non-Collusion, W-9 Form, and Proof of Liability Insurance listing Bedford County as additional insured and certificate holder (insurance is required if performing work on County property).

**Evaluation:** Lowest and/or best bid will be awarded. Proposals will be evaluated on:

• Technical fit and compliance
• Cost and licensing model
• Implementation timeline
• Support and training offerings
• Vendor experience and references

**Contract term:** The bid shall be for a period of one year with an option to renew for two additional one-year periods beginning on the awarding of the bid.