Time Management System (TMS) and Leave Management System (LMS) Bid No. 27-14

Description: The Bedford County Department of Finance is requesting proposals for Time Management and Leave Management Systems. Sealed bids will be received until 2:00 p.m., Friday, November 20, 2026, in the office of the Bedford County Department of Finance and will be opened publicly at that time. The Department of Finance reserves the right to reject any and all bids and waive any irregularities for the purpose of ensuring that the award given is in the best interest of Bedford County. Any bids received after the scheduled closing time for receipt of bids will be returned to the bidder unopened. Proposals from all responsible bidders will be considered. To qualify as a responsible bidder, the proposal submitted must: 1. Meet or exceed the minimum requirements specified. 2 Furnish all documents requested by the representative of the Bedford County Department of Finance prior to and following the bid opening. 2. Submit their bid, complete, prior to the bid opening date and time. 3. Have bid name and bid number placed on the outside lower left corner of the sealed envelope containing the bid form. (Facsimile bids will not be considered.) Award A purchase order from the Bedford County Department of Finance will be issued to the successful bidder acknowledging the award. A copy of these terms and conditions, specifications and the vendor's proposal form will become a part of the purchase order. Prospective bidders may contact Neil Watson, Bedford County Schools Assistant Superintendent, 931-684-3284, or watsonn@bedfordk12tn.net, for any questions as to the specifications of the bid. Lowest and/or best bid will be awarded. 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. Other Considerations Bedford County Department of Finance reserves the right to purchase only those bid items and quantities that conform to overall budgetary, functional, and performance constraints. The terms of this bid will be extended to other local government agencies, other municipalities, and Boards of Education. Bedford County is responsible only for purchases made and received by Bedford County. Bedford County of Tennessee ensures compliance with Title VI of the Civil Rights Act of 1964; 49 CFR, part 26; related statues and regulations to the end that no person shall be excluded from participation in or be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance from the U.S. Department of Transportation on the grounds of race, color, sex or national origin. INSTRUCTIONS TO BIDDERS Proposals are to be made on the Proposal Form provided. 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. Proposals are to be made complete in every detail as required and called for by said Proposal Form. Proposals that are incomplete, conditional, contain irregularities of any kind, or which are not in accord with the Instructions to Bidders and Proposal Form furnished by the Department of Finance may be rejected as informal. The submission of a proposal will signify that the Bidder has thoroughly familiarized himself with all conditions and that he fully understands what will be expected of the successful bidder. The Department of Finance reserves the right to accept or reject in whole or in part any or all proposals submitted, without liability whatsoever, and waive informalities therein, if deemed by the Department of Finance in their best interest to do so. Please complete forms included in the enclosed Vendor Packet. SPECIFICATIONS Specifications 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. The purpose of the Request for Proposal (RFP) is to identify a qualified partner capable of providing the following. 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 O Ability to manage 1/z 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 Vendor Qualifications Proven experience with local government clients Demonstrated integration with Local Government Corporation - NextGen platform References from similar implementations Financial stability and capacity to support the project Evaluation Criteria Proposals will be evaluated on: Technical fit and compliance Cost and licensing model Implementation timeline Support and training offerings Vendor experience and references PROPOSAL FORM TO: Bedford County Department of Finance 200 Dover Street, Suite 102 Shelbyville, Tennessee 37160 Re: Bid No. 27-14 Having examined the specifications for: Time and Leave Management Systems, we (I) submit the following proposal: