Human Resources Information System (HRIS) and Implementation Services

Agency:	Temple Terrace city
State:	Florida
Type of Government:	State & Local
NAICS Category:	541511 - Custom Computer Programming Services 541512 - Computer Systems Design Services 541519 - Other Computer Related Services 541611 - Administrative Management and General Management Consulting Services 541612 - Human Resources Consulting Services
Posted Date:	Mar 12, 2026
Due Date:	Apr 8, 2026
Solicitation No:	26-003
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Bid Number:	26-003
Bid Title:	Human Resources Information System (HRIS) and Implementation Services
Category:	RFP#: 26-003 HRIS
Status:	Open

Description:

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.

Publication Date/Time:

3/2/2026 12:00 AM

Closing Date/Time:

4/8/2026 3:00 PM

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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

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

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

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

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

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Human Resources Information System (HRIS) and Implementation Services

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