PUR 26-028 SCHEDULING AND TIME AND ATTENDANCE SOFTWARE SOLUTION

REQUEST FOR PROPOSALS (RFP)
PUR 26-028
SCHEDULING AND TIME AND ATTENDANCE
SOFTWARE SOLUTION
PROPOSALS WILL BE RECEIVED UNTIL THE HOUR OF 2:00 PM,
THURSDAY, JUNE 11, 2026; ELECTRONICALLY AT
CITY.CLERK@STOCKTONCA.GOV

PUR 26-028
SCHEDULING AND TIME AND ATTENDANCE SOFTWARE SOLUTION
Proposal Opening June 11, 2026
RFP INFORMATION
Contact Andrielyn Gladney
Email Address stocktonbids@stocktonca.gov
Due Date for Questions May 21, 2026
and Clarifications 2:00 PM PST
Due Date for Response to May 28, 2026
Questions/Clarifications 5:00 PM PST
RFP Submittal city.clerk@stocktonca.gov or
Electronic Mail or on a Office of the City Clerk, City Hall
USB Flash drive 425 North El Dorado Street
Stockton, California 95202
RFP Submittal Due Date & Thursday, June 11, 2026
Time 2:00 PM PST
Short-List Interviews Week of June 29, 2026
Anticipated Date for the July 16, 2026
Intent to Award
Bid Security & Bonds Bid Security Bonds
Labor Compliance DIR Registration Contractor License
Anticipated Date for September 1, 2026
Council Approval
* Dates and times may be modified as deemed necessary by the City. Any schedule changes
will be communicated through the City's Bid Flash Platform. Respondents are responsible for
regularly monitoring Bid Flash for any adjustments and updates.
IMPORTANT!!!
The City is not responsible for misdelivered proposals, and the proposer is strictly liable
for its chosen method of delivery. It is the proposer's sole responsibility to make sure
that proposals arrive at the proper location. Any proposal that does not actually arrive in
the City Clerk's Office or email by the RFP due date and time will be rejected as non-
responsive, even if properly addressed or delivered to another City Department.

PUR 26-028
SCHEDULING AND TIME AND ATTENDANCE SOFTWARE SOLUTION
Proposal Opening June 11, 2026
NOTICE INVITING PROPOSALS
NOTICE IS HEREBY GIVEN that sealed proposals are invited by the City of Stockton,
California, for PUR 26-028 Scheduling, Time, and Attendance Software Solution in
strict accordance with the specifications.
The City of Stockton, herein after referred to as the "City", is requesting proposals from
businesses or individuals, herein after referred to as "Proponent", to provide a
scheduling, time, and attendance software solution to the City. The City is seeking a
dedicated scheduling system to implement a comprehensive, all-in-one scheduling, time
and attendance solution.
Proposal specifications and forms can be obtained from the City of Stockton's website
at: www.stocktonca.gov/adminbid. Proposals must be marked "PUR 26-028
SCHEDULING AND TIME AND ATTENDANCE SOFTWARE SOLUTION" and
emailed to city.clerk@stocktonca.gov or delivered (mail or in person) on a USB flash
drive to the Office of the City Clerk, City Hall, 425 North El Dorado Street, Stockton, CA
95202, up to but not later than 2:00 pm (PST) on Thursday, June 11, 2026.
Proponents will only be identified as responding to the RFP; no proposals will be
opened or read aloud. Each Proponent must be licensed in accordance with applicable
California State Law.
The City reserves the right to reject any/or all proposals received and re-advertise.
Information on Proposal Process/Clarification/Technical Data
Andrielyn Gladney, Procurement Division
(209) 937-8357
e-mail: stocktonbids@stocktonca.gov
DISCLAIMER: The City does not assume any liability or responsibility for
errors/omissions in any document transmitted electronically.
Dated: May 14, 2026
KATHERINE ROLAND, CMC, CPMC, CITY CLERK
CITY OF STOCKTON

PUR 26-028
SCHEDULING AND TIME AND ATTENDANCE SOFTWARE SOLUTION
Proposal Opening June 11, 2026
Table of Contents
1.0 ISSUING BODY .......................................................................................................... 1
2.0 BACKGROUND/SUMMARY ....................................................................................... 1
3.0 SCOPE OF SERVICES ............................................................................................... 1
4.0 PROJECT SCHEDULE OF EVENTS ......................................................................... 4
5.0 SUBMITTAL REQUIREMENTS .................................................................................. 4
5.1 PROPOSAL GUIDELINES, CONTENT, AND FORMAT ............................................. 4
6.0 SELECTION CRITERIA & EVALUATION ................................................................... 5
7.0 CITY REQUIREMENTS ............................................................................................... 8
7.1 CITY RESPONSIBILITIES ........................................................................................... 8
7.2 LOCAL BUSINESS PREFERENCE ............................................................................ 8
7.3 LOCAL EMPLOYMENT-PUBLIC WORKS CONTRACTORS ................................... 8
7.4 MANDATORY/OPTIONAL PRE-SUBMITTAL MEETING ........................................... 8
7.5 TERM .......................................................................................................................... 8
7.6 OTHER GOVERNMENT AGENCIES .......................................................................... 8
7.7 INSURANCE REQUIREMENTS .................................................................................. 9
7.8 APPLICABLE LAW ..................................................................................................... 9
7.9 METHOD OF PAYMENT ............................................................................................10
7.10 NOTICE TO OUT OF STATE BUSINESS ..................................................................10
7.11 CONFIDENTIALITY ....................................................................................................10
7.12 PROTEST POLICY .....................................................................................................10
8.0 GENERAL REQUIREMENTS, TERMS & CONDITIONS ...........................................12
8.1 CONSEQUENCE OF PROPOSAL SUBMISSION ......................................................12
8.2 ACCEPTANCE OR REJECTION OF PROPOSAL .....................................................12
8.3 RIGHT TO CHANGE OR AMEND REQUEST ............................................................12
8.4 CANCELLATION........................................................................................................13
8.5 EXAMINATION OF PROPOSAL MATERIALS ..........................................................13
8.6 ADDENDA AND INTERPRETATION .........................................................................13
8.7 DISQUALIFICATION ..................................................................................................13
8.8 CONDITIONS IF WORK IS SUBCONTRACTED........................................................14
8.9 LICENSING REQUIREMENTS ...................................................................................14
8.10 PREVAILING WAGE ..................................................................................................14
8.11 INDEMNITY AND HOLD HARMLESS ........................................................................14
8.12 COMPETITIVE PRICING ............................................................................................15

PUR 26-028
SCHEDULING AND TIME AND ATTENDANCE SOFTWARE SOLUTION
Proposal Opening June 11, 2026
8.13 AVAILABLE FUNDING ..............................................................................................15
8.14 TERMINATION FOR CONVENIENCE ........................................................................15
8.15 AUDITING CHARGES AND SERVICES ....................................................................15
8.16 CHANGES ..................................................................................................................15
8.17 AWARD ......................................................................................................................15
9.0 PROJECT SUBMITTAL CHECKLIST ................................................................................16
10.0 REQUIRED PROPOSAL DOCUMENTS...........................................................................17
ATTACHMENT A - PROPONENT CONTACT INFORMATION ............................................17
ATTACHMENT B- PROPONENT'S COVENANT .................................................................18
ATTACHMENT C - NON-COLLUSION AFFIDAVIT ..............................................................19
ATTACHMENT D - AGENCY REFERENCE FORM .............................................................21
ATTACHMENT E - CERTIFICATION OF FINANCIAL CONDITION ....................................22
ATTACHMENT F - PRICE PROPOSAL ...............................................................................23
ATTACHMENT G - SUBCONTRACTOR LIST .....................................................................25
ATTACHMENT H - EXCEPTIONS ........................................................................................26
ATTACHMENT I - CERTIFICATE OF NONDISCRIMINATION .............................................27
ATTACHMENT J - CONFLICT OF INTEREST DISCLOSURE - AB334 ...............................28
ATTACHMENT K - COMPLIANCE WITH ECONOMIC SANCTIONS ...................................29
11.0 PROPOSAL EXHIBITS ..............................................................................................30
11.1 EXHIBIT 1 - ADDITIONAL SPECIFICATIONS AND/OR MAP ...................................30
11.2 EXHIBIT 2 - INSURANCE REQUIREMENTS ............................................................31
11.3 EXHIBIT 3 - SAMPLE CONTRACT ...........................................................................32

PUR 26-028
SCHEDULING AND TIME AND ATTENDANCE SOFTWARE SOLUTION
Proposal Opening June 11, 2026
1.0 ISSUING BODY
This Request for Proposal ("RFP") is being issued by the City of Stockton, Stockton
Police Department for the PUR 26-028 Scheduling and Time and Attendance Software
Solution.
2.0 BACKGROUND/SUMMARY
The Stockton Police Department (SPD) currently operates without a dedicated
scheduling system and is seeking to implement a comprehensive, all-in-one scheduling
and Time and Attendance solution. As a 24/7 public safety organization, the Department
requires a system capable of supporting complex operational demands, including
multiple schedule types, shift bidding processes, and strict adherence to Memoranda of
Understanding (MOU) provisions. The solution must also accommodate a wide range of
pay types, while providing robust controls for timesheet editing, multi-level review, and
approval to ensure accuracy, accountability, and compliance across all divisions. SPD is
budgeted for 662 full-time employees and currently employs 72 part-time employees.
3.0 SCOPE OF SERVICES
The objective of this project is to procure and implement a comprehensive, secure, and
scalable scheduling and time and attendance software solution for a large police
department. The system must support complex law enforcement staffing requirements,
including but not limited to multiple schedule types, 24/7 operations, and union/contract
compliance. The solution shall improve operational efficiency, enhance accountability,
reduce manual processes, and ensure accurate payroll and timekeeping.
A. SCOPE
The Proponent shall provide a fully integrated scheduling and time and attendance
system capable of supporting all divisions within the police department, including
patrol, investigations, administration, and specialized units.
i. Scheduling
The system shall support multiple schedule types, including:
* Automated schedule generation
* Rotating schedules
* Real time vacancy notification and overtime management
* Skill-based and compliance-driven scheduling rules
* Split shifts and overlapping shifts
* Electronic sign-ups and approvals
* Configurable eligibility rules for shift assignments
ii. Configuration
The system shall allow for the configuration and management of various pay
codes, including but not limited to:
* Regular time
* Overtime (various rates)
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PUR 26-028
SCHEDULING AND TIME AND ATTENDANCE SOFTWARE SOLUTION
Proposal Opening June 11, 2026
* Compensatory time (earned and used)
* Leave types (vacation, sick, holiday, administrative leave)
* Specialty pay (shift differential, training, court time, etc.)
* Configured specifically to FSLA requirements and various MOUS
regarding payment rules
iii. Shift Bidding
The system shall support electronic shift bidding, including:
* Seniority-based or rules-based bid assignments
* Automated bid process management
* Transparency and auditability of bid results
iv. Internal Controls
The Proponent shall ensure the system includes robust internal controls for
timekeeping and approvals, including:
* Multi-level timesheet approval workflows
* Ability to route approvals across multiple supervisors and
divisions
* Configurable approval hierarchies
v. System Integrity
The system shall enforce timesheet integrity by:
* Automatically flagging errors or exceptions in time entries
* Preventing submission of incomplete or non-compliant timesheets
* Provide override approval
* Locking timesheets after final supervisor approval to prevent
employee edits
* Provide full auditing information (user, date, changelog, etc.)
* Provide standard industry practices for approval verification
vi. Reporting
The system shall provide comprehensive reporting capabilities, including:
* Standard and customizable reports
* Payroll-ready data exports
* Compliance and labor analysis reporting
* Ability to print timesheets
vii. Integration
The Proponent shall ensure the system supports integration with existing
payroll (Tyler Munis), HR, and other relevant systems.
viii. Interface
* The system must be accessible via web and mobile platforms,
with appropriate security controls.
a. How is the PII stored
b. Data encryption at rest
c. Data encryption in transit
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PUR 26-028
SCHEDULING AND TIME AND ATTENDANCE SOFTWARE SOLUTION
Proposal Opening June 11, 2026
ix. Training
* The Proponent shall provide comprehensive training to
approximately 100 personnels.
* Offer training in multiple formats (e.g., in-person workshops,
webinars, on-demand videos).
* Deliver training documentation and user manuals tailored to
department needs.
B. SPECIFICATIONS
i. The system shall include role-based access controls to ensure appropriate
data visibility and security.
ii. The Proponent shall provide system configuration, implementation,
testing, and deployment services.
iii. The Proponent shall provide training for administrators, supervisors, and
end users.
iv. The Proponent shall provide ongoing technical support, maintenance, and
system updates.
v. The system shall integrate with Microsoft Entra ID for user authentication.
If not, authentication solution provided must support MFA.
vi. Artificial Intelligence: if the system uses Generative Artificial Intelligence,
AI factsheet must be completed.
C. DELIVERABLES
The Proponent shall provide the following deliverables:
i. Fully functional scheduling and time and attendance system configured to
department requirements.
ii. A clear implementation plan and project timeline, including a dedicated
project manager.
iii. System configuration documentation
iv. Conduct a thorough needs assessment with department stakeholders
v. Training of approximately 100 supervisors on all software functionalities.
vi. Training materials and user guides
vii. Reporting framework and sample reports
viii. Post-implementation support and maintenance plan
* Include SLA for issues, problems, and downtime recovery, etc.
* Include company policy and actions regarding data breaches.
D. TECHNICAL REQUIREMENTS
i. CJIS approved cloud environment for data storage and hosting.
ii. Follow NIST or similar industry standards for multifactor authentication,
encryption, and detailed cybersecurity pol
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PUR 26-028
SCHEDULING AND TIME AND ATTENDANCE SOFTWARE SOLUTION
Proposal Opening June 11, 2026
4.0 PROJECT SCHEDULE OF EVENTS
The dates indicated within this RFP are the anticipated milestones for this project. All
dates are subject to change at the City's discretion. All changes to this schedule will be
posted on the City's Bid Flash platform.
5.0 SUBMITTAL REQUIREMENTS
5.1 PROPOSAL GUIDELINES, CONTENT, AND FORMAT
The City of Stockton uses a qualifications-based selection process in obtaining these
services. In order for the City to properly evaluate the Proponents' qualifications to
perform this work, the proposals shall include, as a minimum, the following information:
A. Evidence of the Proponent's ability to be responsive to this project in regard to
timeliness and expertise, including the availability of staff proposed to be assigned.
B. The Proponents are encouraged to expand on the Scope of Work to demonstrate
their expertise. Evaluation of the proposals will be based on qualifications, the
experience of staff proposed to be assigned to the project, references, and the
thoroughness of the Proponent's response to the Scope of Services.
C. Such additional information that the Proponent may feel would be pertinent to
assist the City of Stockton in making its final decision.
D. Please submit an electronic version of the proposal and cost proposal to
city.clerk@stocktonca.gov, or it can be hand-delivered or mailed (USB flash drive
required) to the City Clerk's Office, 425 N. El Dorado Street, Stockton, CA 95202.
1. The required proposal documents are to be submitted:
i. Cover Letter and Executive Summary
ii. Full response to the Scope of Services as defined in this solicitation
iii. Attachment A - Proponent Contact Information
iv. Attachment B - Proponent Covenant
v. Attachment C - Non-Collusion Affidavit (Notary is required)
vi. Attachment D - Agency Reference List
vii. Attachment E - Certification of Financial Condition
viii. Attachment G - Subcontractor List
ix. Attachment H - Exception Form
x. Attachment I - Nondiscrimination Form
xi. Attachment J - Conflict of Interest Disclosure - AB334 Form
xii. All Addenda's signed by vendor (if applicable)
2. The required cost proposal documents are to be submitted:
i. Cover Letter
ii. Attachment F - Price Proposal
E. Material and data not specifically requested for consideration, but which the
Proponent wishes to submit, must not appear with the Proposal but may appear
only in an "Additional Data" section. This specifically refers to the following types
of data: Generalized narrative of supplementary information and Supplementary
graphic material.
F. All proposals must be signed with the full name of the Proponent, if an individual;
by an authorized general partner, if a partnership; or by an authorized officer, if a
corporation.
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PUR 26-028
SCHEDULING AND TIME AND ATTENDANCE SOFTWARE SOLUTION
Proposal Opening June 11, 2026
G. When proposals are signed by an agent other than an officer of a corporation or a
member of a general partnership, the power of attorney authorizing the signature
must be submitted with the proposal.
H. The original proposal shall be signed. Modification to a proposal after the
proposal submittal deadline will not be accepted by the City.
I. Proponent may withdraw their proposal by submitting a written request to the City
Clerks for its withdrawal, signed by the Proponent or an agent authorized. The
Proponent may thereafter submit a new proposal before the submission
deadline. Proposals may not be withdrawn after the proposal due date.
Proposals received after the due date and time will be returned unopened to the
prospective proposing firm.
J. All costs associated with preparing and submitting a proposal are the sole
responsibility of the proposer.
6.0 SELECTION CRITERIA & EVALUATION
The City is interested in selecting a qualified proposer capable of providing the scope of
work described in this solicitation and the resulting awarded contract. A key component
of a successful proponent will be the ability to meet the City's performance goals while
minimizing costs.
The Evaluation Panel will consist of the City of Stockton staff. Following review of the
proposals, the Panel may invite one or more Proponents to make an oral presentation.
During these presentations, the Proponent will be allowed to present such information as
may be appropriate, so that the Panel can effectively and objectively analyze all materials
and documentation submitted as part of the proposals.
Each proponent must be represented by an individual who will serve as the prime contact
to the City and to any other individuals the firm may select. The highest-rated proposal(s)
will then be further reviewed through financial analysis and reference checks.
Proposals shall be evaluated according to demonstrated understanding of required tasks,
technical approach to specified operations, qualifications of staff, the company's
experience, demonstrated knowledge of best practices for the identified scope, financial
business strength, and fee schedule proposal. Proper format and demonstrated
experience will merit consideration.
To that end, each proposal will be evaluated based on, but not limited to, the following
criteria, listed in relative order of importance:
SELECTED CRITERIA: PERCENTAGE PER CRITERIA
Qualifications 25 %
Professional Experience 15 %
Industry Expertise 25 %
Capacity 10 %
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