Timekeeping Solution Services Request for Proposals

Agency:	Northern California Power Agency
State:	California
Type of Government:	State & Local
NAICS Category:	541511 - Custom Computer Programming Services 541512 - Computer Systems Design Services 541519 - Other Computer Related Services
Posted Date:	Dec 16, 2025
Due Date:	Dec 24, 2025
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Bid Documents:	Please Login to View Page

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REQUEST FOR PROPOSAL

FOR A COMPREHENSIVE TIME AND ATTENDANCE

SOLUTION

RFP Issue Date:

Friday, November 14, 2025

RFP Submittal Deadline:

Wednesday, December 24, 2025

5:00 p.m. PDT

Northern California Power Agency

651 Commerce Drive

Roseville, CA 95678

Attn: Sondra Ainsworth

Time and Attendance Solution Services Proposal

Documents available online at:

www.ncpa.com

Table of Contents

1. Introduction ......................................................................................................... ..2

1.1 Summary of the Request for Proposals……..........................................................2

1.2 Agency Background ............................................................................................ .3

2. RFP Background and Project Overview ........................................................... .3

3. Scope of Work ...................................................................................................... .5

3.1 Summary .............................................................................................................. .5

3.2 Timekeeping ........................................................................................................ .5

3.3 Leave Management ............................................................................................ ..6

3.4 Shift Scheduling ................................................................................................. ..6

3.5 Training ............................................................................................................... .6

3.6 Support ................................................................................................................ .6

4. Implementation Timeline .................................................................................. ..7

5.0 Software Deployment .........................................................................................7

6.0 Functional Requirements ...................................................................................7

6.1 Integration…….....................................................................................................7

6.2 User Interface…....................................................................................................8

6.3 Security………….................................................................................................8

6.4 Other Requirements..............................................................................................8

7. Proposal Requirements .......................................................................................9

7.1 General Requirements .........................................................................................9

7.1.1 Inquiries.............................................................................................................9

7.1.2 Use of RFI Materials..........................................................................................9

7.1.3 Addendums……................................................................................................9

7.1.4 Submission of Proposals .................................................................................10

8. Proposal Evaluation and Selection Process .....................................................11

8.1 General Information ...........................................................................................11

8.2 Effect of RFI Participation..................................................................................12

8.3 Selection Criteria …………………....................................................................12

8.4 Time and Attendance Services Selection Schedule............ ...............................12

Appendices

Appendix A – Detailed Scope of Work .................................................................. A-1

Appendix B – Standard Multi-Task Consulting Services Agreement .....................B-1

Appendix C – Memorandums of Understanding and Personnel Policies ................C-1

Appendix D – Pay Rules for Memorandums of Understanding ..............................D-1

Page i

1. Introduction

1.1. Summary of the Request for Proposals (RFP)

The Northern California Power Agency (NCPA or Agency) is seeking proposals from

qualified vendors to provide a comprehensive electronic Time and Attendance System

Solution for the Agency’s employees. Currently, the Agency utilizes an electronic time

and attendance system that is not rule-based and requires manual input of various pay

codes. Once summarized, that data is integrated with ADP Workforce Now as the third-

party payroll processing service provider.

To enhance efficiency and accuracy, the Agency intends to implement a rule-based

automated system that will calculate hours and leave, overtime, etc., and will include leave

management that automatically feeds into the timesheets, and improves workforce

scheduling and management for employees and supervisors. The solution must support

integration with existing payroll and financial systems, include leave management and

robust shift scheduling capabilities, meet stringent security requirements, and offer both

mobile and desktop interfaces.

Relationship to Prior Request for Information (RFI)

Prior to developing this Request for Proposals (RFP), the Agency issued a Request for

Information (RFI) to solicit market feedback regarding modern timekeeping, leave

management, and workforce scheduling solutions. The RFI was issued solely for

information-gathering and planning purposes. Feedback received through the RFI

informed the development of the requirements, configurations, and project priorities

reflected in this RFP.

Participation in the RFI is not required in order to submit a proposal under this RFP and

will not be considered or evaluated during the proposal evaluation process. All proposals

will be evaluated solely on the criteria identified in Section 8 of this RFP.

To be considered, the proposal must be received via email by 5:00 p.m. on December

24, 2025 to:

Sondra Ainsworth

Treasurer - Controller

Northern California Power Agency

sondra.ainsworth@ncpa.com

Proposals received after the above date and time will not be considered. The time

stamped on Agency servers will be considered the receipt date and time. The Agency will

send confirmation emails following receipt of each proposal. Proposers are responsible

for confirming receipt prior to the deadline. The Agency is not responsible for delays or

errors related to email deliveries. If an email confirmation is not received, alternative

delivery instructions may be requested.

RFP – Time and Attendance Solution Services Page 2

1.2. Agency Background

The Northern California Power Agency (NCPA) is a joint powers agency formed by

member public entities under the laws of the State of California to provide cost effective

wholesale power, energy-related services, and advocacy on behalf of public power

consumers. The Agency’s purposes are for purchasing, generating, transmitting, and

selling electrical energy and for providing other related services to its members and

customers as each may require. The Agency provides a portion of certain of its members’

power needs and certain of its members also self-provide and/or purchase power and

transmission from other public and private sources. NCPA and its 16 members operate

and maintain a fleet of power plants among the cleanest in the nation and provide reliable

and affordable electricity to over 700,000 Californians.

The Agency is governed by a Commission comprised of one representative from each

member. The Commission is responsible for establishing policy for the affairs, property,

and business of the Agency. Under the direction of the General Manager, the staff of the

Agency is responsible for providing various administrative, operating, and planning

services for the Agency. The Agency’s collections for electric service are not subject to

the regulatory jurisdiction of the California Public Utilities Commission (CPUC) or the

Federal Energy Regulatory Commission (FERC). Rather, the Agency’s collections are

established annually in connection with its budget, which is approved by its governing

Commission.

The Agency’s approved fiscal year 2026 gross budget totals $1.018 billion with net costs

of $565 million that will be collected from members and participants. That budget includes

a staffing count of 180. There are 170 full-time positions with the balance of positions

comprised of seasonal part-time interns. Further detailed general information about the

Agency can be found on our website www.ncpa.com.

The NCPA workforce consists of 36% and 64% of union (represented) and non-union

(unrepresented) staff, respectively. The represented staff are comprised of two unions;

Local 1245 of the International Brotherhood of Electrical Workers and the Hydroelectric

Employees Association. Overtime and other rules are in accordance with collectively

bargained Memorandums of Understanding between NCPA and the two unions

(Attachments X and Y). The 64% of staff who are unrepresented are comprised of both

hourly and exempt employees. The Agency follows federal overtime rules for

unrepresented staff. NCPA employees are primarily located at four California locations:

1) Hydroelectric Project in Murphys; 2) Geothermal Project in Lake County; 3) Lodi Energy

Center in Lodi; and 4) NCPA Headquarters in Roseville.

2. RFP Background and Project Overview

Currently, NCPA employees utilize a semi-automated time and attendance tracking

system utilizing two versions of its in-house timekeeping system:

• Timesheet for non-union employees

• Timesheet Memorandum of Understanding (MOU) for union employees

Both versions are considered legacy systems on internal libraries that have reached their

End-of-Life in terms of Microsoft Support and are due for replacement. NCPA has

RFP – Time and Attendance Solution Services Page 3

conducted a review of options to replace its internally developed timekeeping system and

has determined that engaging a best-in-class third-party vendor may represent a viable

solution to meet organizational needs. The solution must be Cloud-based and must

integrate with the ADP Workforce Now and Microsoft Dynamics Great Plains (GP)

platforms, either directly or indirectly. NCPA utilizes ADP as the Agency’s third-party

payroll processing service provider and GP as its Enterprise Resource Planning (ERP)

software. The following illustration reflects the flow of data between NCPA’s timekeeping

system, ADP, and GP. The goal of this project is to replace the sub-process located within

the dashed blue lined rounded rectangle with the proposed automated solution:

While the in-house timekeeping system is electronic, employees are manually required to

enter the various timecodes that are needed; the current system does not have the ability

to automate timecodes based on default schedules and other rules. For example, if an

MOU employee works a 60-hour week with 40 regular hours, 10 overtime hours paid at

1.5X, and 10 hours overtime paid at 2X, for that week the employee would be required to

manually enter 40 hours on the timesheet line “regular pay”, 10 hours on the timesheet

line “overtime pay”, and 10 hours on the timesheet line “double time pay”. Leave

management is currently managed manually via the submission of a request for leave or

via the manager’s Microsoft Outlook calendar. Employees are required to manually enter

hours in vacation, comp-time, float or other leave timesheet lines. Represented

employees’ schedules are manually maintained using Excel spreadsheets.

The goal of this project is to implement a modern, user-friendly, and scalable Time and

Attendance system that streamlines and improves workforce scheduling and

management, automates time entry, approval, tracking, and reporting, leave management

request entry, approval, tracking and reporting, based on default schedules, configured

rules, and workflow, integrates with our current financial and third-party payroll processing

systems, and ensures data security and compliance.

RFP – Time and Attendance Solution Services Page 4

This page summarizes the opportunity, including an overview and a preview of the attached documents.

Timekeeping Solution Services Request for Proposals

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