When it comes to payroll, every minute counts. That’s why time and attendance tracking is a must-have! A time and attendance tracking solution ensures your employees are compensated fairly and scheduled within legal guidelines.

To access time and attendance (TAA) services or make new purchases, a request for proposal (also known as an RFP) helps find the best vendor for you. In this article, we’ll help you navigate how to write a time and attendance RFP and dive into essential components, evaluating potential vendors and what makes RFPs indispensable to your business.

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What This Guide Covers:

• What Is a Time and Attendance RFP?
• Basic Components
• How To Write an RFP
• Evaluating Time and Attendance Services
• What To Do After Submitting Your RFP
• RFP Examples
• Next Steps

What Is a Time and Attendance RFP?

A time and attendance RFP (request for proposal) is a document businesses use to get information on time and attendance tracking software solutions through detailed proposals sent directly from potential vendors. After reviewing your RFP, vendors can outline their time and attendance tracking capabilities, pricing and scalability to help you decide if the provider fits your business best.

What should an RFP include?

An RFP packs a ton of information! Your RFP needs to list everything your business needs, including time tracking, mobile accessibility, scheduling tools, payroll integration, reporting features and compliance with labor laws. If you’re looking for a solution tailored to your company, ask for any customization options, support services and implementation requirements. Also, don’t forget to add background on your business and contact information.

Purpose

Creating an RFP allows you to efficiently evaluate multiple time and attendance tracking providers, fast-tracking your search without missing important deciding factors. With RFPs, you and your potential vendors simultaneously get all the info you need, alleviating the decision-making process. Consider RFPs like having a cheat sheet for acing your proposal process.

Who Writes RFPs?

From marketing to construction, PR and government agencies, RFPs are universally handy. Generally, the people responsible for writing RFPs should be highly aware of day-to-day business operations like HR managers, project managers and chief financial officers. Typically, your HR team outsources your time and attendance tracking process for time and attendance.

The benefits of a time and attendance RFP include:

• Simplifying finding the best time and attendance solution for your business’s time tracking needs.
• Advance your time and attendance process to boost accuracy, eliminate payroll errors and ultimately save time on tedious manual time tracking.
• Find a provider that will ensure compliance with labor laws and regulations.
• Stay within your budget by getting detailed pricing information.
• Establish expectations for your time and attendance provider.

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Basic Components

Check out the basic components to include in your TAA RFP.

• Business Background: Start with a strong impression by clearly introducing more than just your company’s name. Add your background story, your industry, size and values.
• Reason for Outsourcing: Include why you’re seeking a new TAA provider, like improving your time off requests or reducing scheduling conflicts, automating timesheets, reducing payroll errors and any other specific must-haves you need from the vendor.
• Security and Compliance: Ensure that the vendor has security protocols in place. Include detailed information on how the vendor plans to maintain regulatory compliance and any certifications or third-party audits.
• Vendor References: Experience matters, so you want to choose a vendor with experience working with other organizations of similar size and in the same industry as yours. Requesting vendor references and contact details for existing clients you can speak with will allow you to get insights into how their current customers use their software, support quality and overall satisfaction.

Proposal Instructions

Use this portion as a roadmap on how to structure your proposal.

• Basic Format: Detail the necessary format for the proposal, like document type, page size, font and margin size. Indicate the maximum word count or page length for the proposal.
• Content: Add an executive summary, company overview, technical requirements, pricing expectations and request references.
• Submission Details: Provide proposal submission instructions, like the preferred submission method and deadlines. Also, include if a presentation is required and if so, add instructions and timeframes for a presentation.
• Selection Evaluation: Provide an outline of the timeline for the evaluation, criteria, disqualification factors and submission dates (and presentations if applicable).

Cost Requirements

This next section serves as a guide to finding a cost-effective provider and covering all your bases when it comes to price.

• Pricing Guide: Get a comprehensive understanding of vendor fees like setup prices and maintenance costs, ensuring you have access to an itemized breakdown of all associated costs. Determine if subscriptions are annually or monthly and if the price varies based on the number of active users.
• Payment Terms: Indicate your preferred payment frequency, method and any invoicing requirements. Note if supplementary fees apply, like software licenses, system upgrades, technical support and any other potential costs outside the base service fees.
• Hardware: Request hardware specifics included in your plan. Clarify included tools and ask which are considered add-ons. For example, physical time kiosks may consist of a one-time upfront cost for installation. Time cards or key fobs also vary depending on the number of users.
• Extra Services: Request information on additional services like time off accruals, geo-tracking, real-time reporting, leave management and scheduling support.
• Ways to Save Money: Asking vendors if there is a way to save money on set-up fees or additional services helps reduce costs and increase profitability. Additionally, this allows you to better understand the services included and avoid hidden fees or unnecessary charges.

Evaluation Criteria

When checking out potential vendors, don’t forget to look at what they’re bringing to the table. Check out the evaluation criteria below!

TAA Evaluation Example.

• Outline Experience: Carefully examine key factors like industry experience, certifications and system integrations.
• Consider Technical Capabilities: Analyze the technical proficiency of potential vendors, specify your expectations regarding service quality and performance, expand on your pricing and cost structure to get an implementation plan in place.
• Support and Training: Explain your desired level of technical support like help desk support, user training or ongoing assistance. Note the number of users that require training, the time frame allotted and if you work with remote teams in different timezones for accommodations.
• Compliance: Consider the vendors’ adherence to labor laws and regulations, financial stability and compatibility with your business’s overall culture.

Terms and Conditions

To ensure a mutual understanding of rights and obligations, it’s crucial to incorporate extensive terms and conditions. We’re here to help! Check out our roadmap below for what to include in terms and conditions.

Terms & Conditions Example.

• Duration: Indicate the intended duration of the contract, any options for renewal and their respective notice periods. Additionally, outline performance standards, Key Performance Indicators (KPIs) and penalties for non-compliance.
• Performance Scope: Add your reporting needs, system capabilities, and response times for any technical support.
• Dispute Resolution: Address dispute resolution methods like mediation, arbitration or litigation procedures. Additionally, specify the applicable jurisdiction and venue for any potential conflict resolution.
• Confidentiality and Intellectual Property: Add ownership, licenses and any restrictions related to intellectual property rights. Expand on any obligations pertaining to protecting employee information, adherence to data protection laws and any associated data security measures required.
• Compliance: Include compliance guidelines with applicable labor laws, regulations and industry standards.
• Rights of Termination: Add the conditions and notice periods for for-cause and convenience termination.

Note that the terms and conditions section requirements may differ depending on your business requirements and regulations. The following are basic elements as a reference:

Get our Time and Attendance Software Requirements Template

How To Write an RFP

Generating a clear and concise RFP requires a strategic approach. It can be time-consuming, but rest assured; we’re here to help! We have provided helpful tips for you to follow below.

Be Direct and To the Point

Directly convey your software expectations, requirements and evaluation criteria to potential vendors boosting transparency. Use simple, straightforward, undecorated language and avoid unnecessary technical terms. Less is more, so ensure your statements are concise and easy to comprehend.

Set a Schedule With Clear Due Dates

Providing a schedule to vendors ensures they understand your deadlines to meet expectations. Give ample time for vendors to prepare and deliver their proposals with essential dates in mind.

If applicable, let vendors know your timeframe for reviewing proposal submissions, expected selection announcements, and agreement negotiations. With a detailed schedule, you and your potential vendor can strategize effectively.

Seek Legal Guidance

Keep peace of mind and protect your business’s interests by having your terms and conditions reviewed by a legal professional. Getting documentation legally reviewed ensures your RFP is compliant with labor laws and relevant regulations before finalizing your RFP.

Encourage Communication

Create a designated point of contact or team that potential vendors can contact for questions or additional clarifications. Having a point of contact enhances and simplifies collaboration, ensuring prompt responses to and from vendors, ultimately enhancing their understanding of your requirements and resulting in more accurate proposals.

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Evaluating Time and Attendance Services

When considering time and attendance solutions, remember these essential steps.

Grade Proposals

Use a grading system or assessment matrix that corresponds with your requirements. Give weights or scores to each evaluation criterion based on relevance and importance. Identify the crucial assessment criteria like compliance with the request for proposal guidelines, technical skills, cost, referrals and originality.

Facilitate a comprehensive and objective evaluation process by setting well-defined parameters for scoring each criterion. Consider implementing a structured rating system, like a 1-10 scale, or create specific descriptors for different performance levels. Use multiple department or team evaluators to gain perspectives and exchange feedback during decision-making.

Remember that while scores can provide a quantifiable measure, it is equally important to consider any qualitative evaluations or feedback received throughout the evaluation process. This valuable information can provide more context, contributing to a more informed final decision.

Compare Options

Gauge the experience level, cost and services included by comparing and contrasting your potential vendors. Consider using a request for information to get more details from each vendor. Evaluating different vendors also helps you avoid potential risks or pitfalls. Review References

References are constructive during your vendor analysis because they provide first-hand experience and insight into the vendor’s performance. When checking references, take the time to ask specific guiding questions like the vendor’s responsiveness, attentiveness and what they liked about working with the vendor.

Conduct Negotiations

Taking the necessary steps in negotiating and finalizing contracts with selected vendors is essential in ensuring the success of any project or venture. During these discussions, add your legal team for support and dive into all aspects of the proposed agreement, including pricing and contract terms. The contract must reflect the agreed-upon terms before being finalized and signed by all necessary parties.

Wrap Up Approvals

Present your analysis and suggested plan of action to stakeholders in your business, encompassing high-level executives, the procurement squad or any other authoritative person responsible for making decisions.

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What To Do After Submitting Your RFP

Follow these steps to wrap up your RFP process:

• Notify Unselected Vendors: Let vendors know they were not selected and explain why their proposals didn’t fulfill your search criteria. Consider presenting participating vendors with a debrief meeting or session to discuss overall feedback.
• Archive Documents: Sort and maintain all RFP-associated documents such as the RFP, vendor proposals, assessment scores, communication and pertinent reports. Guarantee quick access for referrals, examinations or subsequent assessments.
• Conduct Vendor Onboarding: Craft an effective strategy to integrate the chosen vendor with your existing operations by drafting a comprehensive action plan. Define each stakeholder’s role, responsibilities and a precise schedule and objectives to guarantee hassle-free and successful onboarding.
• Perform Post-Implementation Assessment: Following the vendor’s onboarding, perform a comprehensive evaluation of their performance. If there are any shortcomings or discrepancies in the vendor’s performance, address them swiftly.

Examples

Creating a thorough RFP for time and attendance solutions can be daunting. Check out these free TAA RFP examples as a reference for your RFP process.
View the following sample RFPs:

• Deschutes County RFP Example
• City of Durham Department of Technology Solutions Example
• Des Moines Public Schools Example

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Next Steps

Your TAA RFP is a valuable tool for your HR team seeking a new time and attendance provider. Amidst the constant evolution of technology, consider investing in time and attendance software as an alternative option.

With so many options and, ironically, so little time, how do you select the best time and attendance software for your company? Don’t worry. We’ve got you covered! Check out our comparison report to ease your selection and find your perfect match.

What obstacles have you run into when generating a time and attendance RFP? Let us know in the comments below!