Human Resources Information System (HRIS) and Implementation Services

RELEASE
DATE
March 2, 2026
Due Date
April 8, 2026
Request for Proposals (RFP)
Human Resources Information System
(HRIS)
and Implementation Services
As Governed by Florida Statute Sect. 287.055
RFP Number 26-003

Request for Proposal for HRIS and Implementation System
Contents
1 RFP Introduction ................................................................................................. 7
1.0 Purpose of the RFP ................................................................................................................ 7
1.1 About the City ....................................................................................................................... 7
1.2 Project Background ............................................................................................................... 8
1.3 Notice to Proposers ............................................................................................................... 8
1.4 Conditions ............................................................................................................................. 9
1.4.1 Vendor Registration and PaymentWorks Compliance................................................... 9
1.4.2 Joint Proposal .......................................................................................................... 9
1.4.3 Primary Firm ............................................................................................................ 9
1.4.4 Pricing ..................................................................................................................... 9
1.4.5 Proposal Validity .................................................................................................... 10
1.5 City's Rights Reserved ........................................................................................................ 10
1.5.1 Reservation of Rights .............................................................................................. 10
1.5.2 Multiple Contracts ................................................................................................. 10
1.5.3 Right of Rejection ................................................................................................... 10
1.5.4 Modification .......................................................................................................... 10
1.5.5 Additional Information and Scope ............................................................................ 10
1.5.6 Committal ............................................................................................................. 10
1.5.7 Property ................................................................................................................ 11
1.5.8 Expenses ............................................................................................................... 11
1.6 Compliance Requirements ...................................................................................................11
1.6.1 Conflict of Interest ................................................................................................. 11
1.6.2 Legal Requirements................................................................................................ 11
1.6.3 Drug-Free Workplace (DFW) .................................................................................... 11
1.6.4 Minority/Women-Owned Business Enterprise (MWBE) ............................................... 11
1.6.5 Public Entity Crimes ............................................................................................... 12
1.6.6 Discrimination Clause ............................................................................................ 12
1.6.7 Public Records ....................................................................................................... 12
1.6.8 Illegal Alien Labor ................................................................................................... 13
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Request for Proposal for HRIS and Implementation System
1.6.9 Americans With Disabilities Act ............................................................................... 13
1.6.10 Scrutinized Companies ......................................................................................... 13
1.7 Communication Regarding the RFP ................................................................................... 13
1.8 Inquiries and Requests for Clarification.............................................................................. 14
1.8.1 Contacts ............................................................................................................... 14
1.8.2 Clarifications ......................................................................................................... 14
1.8.3 Inquiries ................................................................................................................ 14
1.9 Changes to Proposals .......................................................................................................... 14
1.10 Steering Committee ........................................................................................................... 14
1.11 Evaluation Criteria ............................................................................................................ 15
1.12 Procurement Schedule ....................................................................................................... 16
1.13 Software Demonstrations .................................................................................................. 16
1.14 Discovery .......................................................................................................................... 17
1.15 Proposal Submission Instructions ..................................................................................... 17
1.15.1 Submittal............................................................................................................. 17
1.15.2 Compliance ......................................................................................................... 17
1.15.3 Signature ............................................................................................................. 17
1.15.4 Electronic Submittal ............................................................................................. 18
1.15.5 Submittal Checklist .............................................................................................. 18
1.16 Organization of Proposal ................................................................................................... 18
1.17 Electronic Submission Format .......................................................................................... 18
2 Project Scope ..................................................................................................... 19
2.0 Project Scope Overview ...................................................................................................... 19
2.0.1 Project Goals ......................................................................................................... 19
2.0.2 General Goals ........................................................................................................ 19
2.0.3 Human Resources: Direct Goals .............................................................................. 19
2.1 Project Timeline .................................................................................................................. 19
2.2 Implementation Approach ................................................................................................... 20
2.2.1 Project Management .............................................................................................. 20
2.2.2 Knowledge Transfer ................................................................................................ 20
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Request for Proposal for HRIS and Implementation System
2.2.3 System Design ....................................................................................................... 21
2.2.4 Configuration ......................................................................................................... 21
2.2.5 Conversion ............................................................................................................ 21
2.2.6 Testing .................................................................................................................. 22
2.2.7 Go Live and Support ............................................................................................... 22
2.3 Interfaces ............................................................................................................................. 22
2.4 Data Conversion .................................................................................................................. 23
2.5 Project Staffing .................................................................................................................... 23
2.6 Statement of Work ............................................................................................................... 23
2.7 Number of Users by Department ........................................................................................ 24
3 Detailed Submittal Requirements ..................................................................... 25
3.0 Summary and Overall Scope ............................................................................................... 25
3.0.1 Proposal Section 1.0 - Introduction .......................................................................... 25
3.0.2 Proposal Section 2.0 - Proposer Team ...................................................................... 26
3.0.3 Proposal Section 3.0 - Functional Requirements ....................................................... 26
3.1 Software Proposal ............................................................................................................... 27
3.1.1 Proposal Section 4.0 - Software Scope and Functional Description ............................ 27
3.1.2 Proposal Section 5.0 - Technical Requirements and Delivery Services ......................... 28
3.2 Professional Service Proposal ............................................................................................. 29
3.2.1 Proposal Section 6.0 - Implementation Team ............................................................ 29
3.2.2 Proposal Section 7.0 - Implementation Approach ..................................................... 30
3.2.3 Proposal Section 8.0 - Implementation Terms and Conditions .................................... 30
3.3 Price Proposal ...................................................................................................................... 32
3.3.1 Proposal Section 9.0 - Price Format ......................................................................... 32
3.4 Essay Response ................................................................................................................... 33
3.4.1 Proposal Section 10.0 - Essay Questions .................................................................. 33
4 Attachments ...................................................................................................... 34
4.0 Attachment 1 - RFP Submittal Checklist ............................................................................ 34
4.1 Attachment 2 - Signature Page ........................................................................................... 34
4.2 Attachment 3 - Proposer Statement .................................................................................... 34
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Request for Proposal for HRIS and Implementation System
4.3 Attachment 4 - SaaS Description ........................................................................................ 34
4.4 Attachment 5 - Professional Services Background............................................................. 34
4.5 Attachment 6 - Reference Form.......................................................................................... 34
4.6 Attachment 7-Level of Effort............................................................................................ 35
4.7 Attachment 8 - Functional Requirements ........................................................................... 35
4.8 Attachment 9 - Cost ............................................................................................................ 35
4.9 Attachment 10-Software Product Scope ........................................................................... 35
4.10 Attachment 11-Drug-Free Workplace Certificate ........................................................... 35
4.11 Attachment 12-Sworn Statement on Public Entity Crimes............................................. 35
4.12 Attachment 13-Non-Collusion Affidavit ........................................................................ 35
4.13 Attachment 14-Anti-Human Trafficking Affidavit ......................................................... 35
4.14 Attachment 15-Conflict of Interest Affidavit .................................................................. 35
Definitions
a. City: The City of Temple of Terrace in Hillsborough County, Florida.
b. Contract: The written Contract between the City and the successful Vendor, that results from
this RFP to include its attachments, modifications/amendments, addenda and/or renewals.
c. Contractor: The organization or individual providing services to the City, in accordance with
the terms of any Contract which may result from this RFP.
d. Steering Committee: A group of City representatives to review, evaluate, and score proposals
in accordance with the criteria set forth in this RFP and applicable procurement requirements.
e. Proposal: A Vendor's response to this Request for Proposal.
f. Responsible Vendor: A Vendor who has the capability in all respects to fully perform the
Contract requirements and the integrity and reliability that will assure good faith performance.
g. Responsive Proposal: A Proposal submitted by a Responsible Vendor, which conforms to all
material aspects of this RFP.
h. Specifications: The detailed conditions of the Contract, including technical specifications,
design specifications and other descriptions of the work as outlined in the Contract documents.
i. State: State of Florida.
j. Subcontract: An agreement between the Vendor and any other person or organization wherein
that person or organization agrees to perform any requirement(s) for the Vendor, specifically
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Request for Proposal for HRIS and Implementation System
related to securing or fulfilling the Vendor's obligations to the City under the terms of any
Contract which may result from this RFP.
k. Subcontractor: An individual, firm, or corporation that holds a Contract with the Contractor
or any other Subcontractor to perform any obligation or duty on behalf of the Vendor,
specifically related to securing or fulfilling the Vendor's obligations to the City under the terms
of the Contract resulting from this RFP.
l. Vendor: A legally qualified corporation, partnership, or other business entity submitting a
Proposal to the City in response to this RFP.
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Request for Proposal for HRIS and Implementation System
1 RFP Introduction
1.0 Purpose of the RFP
The City of Temple Terrace, Florida, hereafter referred to as 'the City,' is seeking proposals for a
Human Resources Information System (HRIS) that will enhance efficiency in business processes
and daily working tasks. The ideal solution must include both the software and professional
services needed for implementation, as well as fulfilling the requirements outlined in this RFP.
Proposers are encouraged to thoroughly review Sections 2 (Project Scope) and 3 (Detailed
Submittal Requirements) of this request to understand the projects objectives more critically. The
City is seeking a solution that can seamlessly integrate with various other systems, specifically
the Enterprise Resource Planning system, BS&A.
Schedule Summary:
1.1 About the City
The City of Temple Terrace, located just outside of Tampa, offers an exceptional quality of life to
its 27,000+ residents, blending a charming small-town atmosphere with the convenience of urban
amenities. Established in 1925, City of Temple Terrace boasts beautiful parks with scenic views
of the Hillsborough River, a public library and recreation center, a historic golf and country club,
and easy access to institutions of higher learning such as the University of South Florida and
Florida College. The City is also conveniently located near popular attractions like the Museum
of Science and Industry (MOSI) and Busch Gardens.
The City of Temple Terrace operates under a Council-Manager form of government consisting of
a Mayor and four City Council members who serve as the legislative and policy-making body.
The City Council is responsible for enacting ordinances and resolutions, approving the budget,
authorizing financial obligations, appointing advisory boards, and selecting key officials,
including the City Manager, City Clerk, and City Attorney. The City Manager oversees daily
operations, implements Council policies, and appoints department heads. The Mayor and City
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Request for Proposal for HRIS and Implementation System
Council members are elected at large and on a non-partisan basis. The Mayor and City Council
members serve four-year terms.
The City provides a comprehensive range of services, including police and fire protection,
infrastructure construction and maintenance, urban planning, community and economic
development, code enforcement, building inspections, parks maintenance, and recreational and
cultural programs.
Relevant City Statistics
Description Value
Current Population Approximately 27,500 residents
General Fund Budget-FY 2026 $40,755,896
Total Operating Budget (All Funds)-FY 2026 $100,470,833
Number of Authorized Employees 332 FTEs
Fiscal Year October 1 -September 30
1.2 Project Background
The City last implemented its Naviline H5 system from CentralSquare in 2013, utilizing its
Human Resources module to manage core HR functions. However, recognizing the need for a
modern solution with broader capabilities and improved integration, the City has initiated this
project to implement a comprehensive Human Resources Information System (HRIS).
Proposal evaluations will emphasize process efficiency, system functionality, implementation
methodology, integration capabilities, and adherence to industry best practices to ensure
alignment with the City's long-term strategic goals. The ideal HRIS will support all key aspects
of the City's Human Resources operations, including, but not limited to, time and attendance,
scheduling, benefits administration, compensation management, performance tracking, and
employee data management-while maintaining robust data privacy, security, and compliance
standards.
1.3 Notice to Proposers
Failure to thoroughly read and understand this RFP may result in non-compliance, rejection of
the proposal by the City, or the Proposer assuming greater obligations than anticipated.
Information obtained from any City officer, agent, or employee does not alter the Proposer's
responsibilities or relieve them from meeting the requirements outlined in the RFP or any
subsequent contract. Any attempt by a Proposer or their representatives to contact or influence a
Steering Committee member, City Council member, or City employee regarding proposal
acceptance may result in disqualification. Only proposals following the specified format and
including the required attachments will be considered compliant.
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Request for Proposal for HRIS and Implementation System
1.4 Conditions
1.4.1 Vendor Registration and PaymentWorks Compliance
The City of Temple Terrace utilizes a third-party vendor management software, PaymentWorks,
to verify and maintain vendor information. This partnership provides protection for both the City
and its vendors against fraudulent activity and ensures compliance with applicable licensing and
regulatory requirements.
Participation in PaymentWorks is mandatory for all vendors conducting business with the City.
The City cannot begin or maintain a contractual or payment relationship with any vendor that has
not been properly vetted and approved through the PaymentWorks system, or with any vendor
that refuses to utilize the software.
This process provides assurance that business is not conducted with any entity that:
* Lacks proper licensure with the State of Florida, or
* Appears on any applicable sanctions, suspension, or debarment list.
All vendors must complete the PaymentWorks registration process prior to the execution of any
contract or issuance of purchase orders.
A. PaymentWorks Vendor Registration Proof
Proposer must provide a screenshot or confirmation showing that they have contacted the City's
Purchasing Division to initiate the PaymentWorks registration process. Vendors should contact
purchasing@templeterrace.gov to receive the registration email from PaymentWorks. Failure to
initiate this process will result in the proposal being considered non-responsive.
1.4.2 Joint Proposal
If a single firm is unable to fulfill all RFP requirements with its products and services, Proposers
are encouraged to collaborate with another firm to submit a joint proposal. While not meeting
every requirement will not automatically disqualify a firm, the City will assess each proposal to
determine its overall suitability and alignment with the City's best interests.
1.4.3 Primary Firm
If multiple firms collaborate to submit a joint proposal, one firm must be designated as the
primary contact. This firm will serve as the main point of contact throughout the procurement
process and will be responsible for overseeing the overall implementation of all partners
included in the joint proposal.
1.4.4 Pricing
* Fixed-Fee Pricing: The vendor must submit pricing based on a fixed fee for each pre-
identified milestone.
* Milestone-Based Payments: Payments are tied to the completion of specific project
milestones rather than time-based billing.
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Request for Proposal for HRIS and Implementation System
* Invoicing Process: The vendor can only invoice the City after the City has formally
accepted the services and deliverables associated with a milestone.
* Defined Project Scope: The project scope, including all milestones, will be clearly
outlined in the Statement of Work (SOW).
* Statement of Work (SOW): The SOW will describe both the software's functional
requirements and the business process expectations.
* Payment Assumptions: Vendors must clearly state any assumptions about how payments
will be made for software and services (including SaaS).
* Supplementary Information: Any additional information should be attached separately,
avoiding lengthy narratives in the direct response.
1.4.5 Proposal Validity
Proposals and responses to the City's questions must be valid for a minimum of 120 days.
1.5 City's Rights Reserved
1.5.1 Reservation of Rights
The City reserves the right to choose the proposal(s) that, in its sole discretion, best meets its
needs. A Steering Committee has been established to make a recommendation to the City
Manager and City Council. The lowest proposed cost will not be the sole factor in
recommending the contract award.
1.5.2 Multiple Contracts
The City reserves the right to award more than one contract as a result of this RFP.
1.5.3 Right of Rejection
The City has the right to reject any or all proposals and waive any technicalities or informalities
when it is in the City's best interest to do so.
1.5.4 Modification
The City may amend this RFP through the release of one or more written addenda.
1.5.5 Additional Information and Scope
The City retains the right to engage with chosen Proposers at any point to collect further
information. Moreover, the City has the authority to alter the scope by including or excluding
functionality (such as modules, components, or services) until the contract is finalized.
1.5.6 Committal
This RFP does not oblige the City to award a contract.
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