Human Resources Information System and Implementation Services

Florida is seeking an HRIS solution with full implementation services and seamless ERP integration.

Provide PaymentWorks Vendor Registration Proof
Comply with all Federal, State, County, and local laws and ordinances
Disclose any conflict of interest
Certify as a Drug-Free Workplace
Certify compliance with Anti-Human Trafficking laws
Certify non-collusion
Submit a sworn statement on Public Entity Crimes
Comply with Americans With Disabilities Act
Certify not on Scrutinized Companies with Activities in Sudan or Iran Terrorism Sectors List
Certify not on Scrutinized Companies that Boycott Israel List
Comply with Federal Immigration and Control Act of 1986
Submit pricing based on a fixed fee for each pre-identified milestone
Ensure proposals are valid for a minimum of 120 days
Submit two copies of the proposal (one physical, one electronic on USB drive)
Organize submission according to Section 3 – Detailed Submittal Requirements
Provide electronic copies of all files on a USB drive in specified formats (xlsx or PDF)
Grant City ownership or irrevocable license for deliverables
Demonstrate three instances of successful implementation with local government clients
Procure and maintain specified insurance (CGL, Automobile Liability, Workers' Compensation, Professional Liability)
Warrant all work performed by qualified individuals for at least 12 months after final acceptance
Provide an employee database with profiles, employment history, and job roles
Provide an employee self-service portal
Provide appropriate licensing for approximately 30 administrators with access to approvals, editing, and reporting
Provide job posting and applicant tracking system (ATS)
Provide automated interview scheduling and communication
Provide digital offer letters and e-signatures
Provide onboarding workflows, checklists, and document submission
Provide automated payroll processing with tax and benefits calculations
Provide direct deposit, pay stubs, and payment history tracking
Integrate with accounting and finance modules for GL code structure up to 25 characters
Provide compensation planning (salary structures and merit increases)
Provide access to direct deposit, pay stubs, and payment history tracking via employee interface
Provide access to tax information via employee interface
Provide employee benefits enrollment and management
Provide automated eligibility tracking and enrollment workflows
Provide time tracking biometric finger systems
Provide advanced scheduling capabilities and overtime tracking
Integrate with payroll for accurate wage calculations
Provide electronic capability to clock in or out and request time off online via computer or smartphone
Provide time clock capable of viewing time sheets, schedules, and requesting time off
Provide electronic time sheets that auto-populate based on scheduling
Support approximately 10 biometric finger timeclocks
Provide audit trails and access controls for sensitive data
Provide customizable HR reports and dashboards
Provide data analytics for workforce trends and decision-making
Provide FMLA Case Management
Provide automated appraisal workflows and reminders
Integrate with a learning management system (LMS)
Provide internal communication tools and company announcements
Provide an Inventory Management system
Possess self-service functions meeting Federal accessibility guidelines
Generate output for self-service functions and web output meeting Federal accessibility guidelines
Support single sign-on (SSO) via industry-standard protocols (SAML 2.0, Oauth 2.0, or OpenID Connect)
Require multi-factor authentication via Duo Devices for employees and OTP/authenticator for Citizens
Allow security administrators to assign security by role
Deny users from viewing and editing data without correct roles
Deny users from running and authorizing transactions without proper roles
Encrypt data at rest and in transit
Encrypt data at application level (client and server)
Possess hybrid vendor and local access to run reports on storage (database)
Track user activity on applications or business transactions for audit purposes
Store audited data following ERP security standards
Purge audit data after a defined period
Possess a role and approval chain
Generate approval notifications inside the app or by email
Accommodate multi-level approvals
Enable approvers to request more information or explain decisions during workflow approval
Report workflow transaction status to originator
Allow originator to add comments when responding to approver requests
Allow system administrators to assign approval to a designated user while on leave
Prove authorized approvals through an authorized digital signature
Be hosted
Possess web portal access for users, employees, and citizens
Support third-party data import
Export all system data
Print locally
Possess print driver compatibility
Contain document management embedded in the software
Support integration with City's existing external Active Directory
Provide APIs to support system integration
Provide bidirectional (read/write) API
Provide unidirectional (read only) API
Support real-time API connections
Support schedule/batch API connections
Provide full development, testing, and maintenance for the API
Provide export/import in flat files (CSV, XML)
Allow export/imports via schedule
Provide conversion templates between export/import database
Provide data mapping and data dictionaries
Provide sandbox/testing environments
Provide error logs
Support retry logic for failed functions
Support automatic alerts
Impose restrictions/rate limits on API call frequency

$100,000 – $500,000

RFP Release Date: March 2nd, 2026

Inquiry Period: March 2nd, 2026 to March 13th, 2026

Proposal Submittal Period: April 8th, 2026 by 3pm

Evaluation Phase: April 9th, 2026 to April 16th, 2026

Book Software Demonstrations: April 17th, 2026 to April 24th, 2026

Software Demonstration: April 27th, 2026 to May 4th, 2026

Notify Semifinalist: May 5th, 2026 to May 6th, 2026

Discovery Phase: May 7th, 2026 to May 12th, 2026

Complete Contract: May 13th, 2026 to June 10th, 2026

Approved by Council: June 11th, 2026 to July 2nd, 2026

Implementation Begins: July 3rd, 2026

HRIS Go-Live: November 16th, 2026

City of Temple Terrace

Organization overview and procurement intelligence available on paid plans.

This RFP seeks vendors to provide a human resources information system (HRIS) along with comprehensive implementation services. The selected solution should improve efficiency in business processes and daily operations, offering both software and professional expertise necessary for a successful rollout.

The HRIS must be capable of seamless integration with other systems, particularly the existing enterprise resource planning (ERP) platform. Vendors are expected to deliver a solution that fulfills all specified requirements related to software functionality and implementation support.

Further details on requirements are outlined in the main RFP document, which must be obtained directly from the contracting authority.

Human Resources Information System and Implementation Services

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