(v.09/15/25)

Request for Proposals # 274-IT2026-05

Title: ERP Temporary Staffing Service

Issue Date: November 4, 2026

Due Date: November 18, 2026 no later than 3:00PM EST

*LATE PROPOSALS WILL NOT BE ACCEPTED*

Issuing Department: Information Technology

Direct all inquiries concerning this RFP to:

Parijat Malla Technology Supervisor Email: parijat.malla@raleighnc.gov

Table of Contents

1. Introduction

1.1 Purpose

1.2 Background

1.3 RFP Timeline

1.4 Pre-Proposal Conference

1.5 Proposal Questions

1.6 Proposal Submission Requirements & Contact Information

1.7 Business Engagement & Opportunities

1.8 Rights to Submitted Material

1.9 Communications

1.10 Lobbying

1.11 Conflicts of Interest

1.12 Proposer Expenses

1.13 Proposer Acceptance

2. Proposals

2.1 Request for Proposals Required Document Format

2.2 RFP Documents

3. Proposal Evaluation

3.1 Proposal Evaluation Criteria (Stage 1)

3.2 Interview/Demonstration (Stage 2)

3.3 Final Selection

3.4 Notice to Proposers Regarding RFP Terms & Conditions

3.5 Contract Term

3.6 Vendor Risk Assessment Requirement

3.7 Additional Terms and Conditions

4. Scope of Services

4.1 Contractor Positions

4.2 Engagement Structure and Schedule

4.3 Contractor Responsibilities

Appendix I – Proposal Cost Form

Appendix II – Proposer Questionnaire

Appendix III – Reference Questionnaire (Instructions) Appendix III – Reference Questionnaire Form

Appendix IV – Sample Contract

Appendix V – Certifications

5. Reference

1 INTRODUCTION

1.1 Purpose

The City of Raleigh (COR) is solicitating proposals from one or more firm(s) with which to contract for the following services:

Temporary staff augmentation services to supplement the City’s workforce by providing qualified, on-site Salaried Professional personnel to support day-to-day Finance operations (Payroll, Accounts Payable, Revenue, Procurement, and Accounting) while the City prepares to replace its current Enterprise Resource Planning (ERP) system with a modernized ERP platform. These are on-site positions only; remote or hybrid work arrangements are not available under this engagement.

A detailed scope of services is provided in Section 4 of this document.

All information related to this solicitation, including any addenda, will be posted to the North Carolina electronic Vendor Portal (eVP) at https://evp.nc.gov/.

All questions related to this solicitation must be submitted in writing (via email) to the following individual – questions submitted via telephone will not be answered:

Contact Name Email Address

Parijat Malla, Technology Supervisor parijat.malla@raleighnc.gov

1.2 Background

The City of Raleigh, the Capital City of North Carolina, remains one of the fastest growing areas in the country. A great economy, top educational institutions, and exceptional health care facilities are some of the characteristics that attract people to the triangle area. The mild climate, diverse work force and proximity to Research Triangle Park combine to make Raleigh a great place to live.

Raleigh is a 21st Century City of Innovation focusing on environmental, cultural, and economic sustainability. The City conserves and protects our environmental resources through best practice and cutting-edge conservation and stewardship, land use, infrastructure and building technologies. The City welcomes growth and diversity through policies and programs that will protect and enhance Raleigh’s existing neighborhoods, natural amenities, history, and cultural and human resources for future generations. The City leads to improve quality of life for neighborhoods and standard of living for all citizens.

The City works with universities, colleges, citizens, and local partners to promote new technology, create new job opportunities, and encourage local businesses and entrepreneurs. The City enlists and prepares 21st Century staff with the skill sets to carry out the duties of the City through transparent civic engagement and by providing the very best customer service to our citizens.

The City of Raleigh is preparing to replace its current ERP system with a modernized ERP platform. To maintain continuity of day-to-day Finance operations during this transition, https://evp.nc.gov/ the City anticipates that its chosen temporary staffing service agency (or agencies) will fill Salaried Professional positions, subject to the terms outlined herein and as otherwise agreed to by the parties. These contractor positions will be employed through the temporary staffing service agency, yet will work full-time or part-time on the City of Raleigh campus, providing an array of supportive services to City of Raleigh users and supplementing the operations of the City’s full-time workforce.

This RFP is limited to temporary staff augmentation services and does not include ERP system implementation, configuration, or related consulting services, which are being procured under a separate, concurrent solicitation. The City has not yet selected an ERP implementation partner; because the sequencing of the ERP go-live will be determined by that partner’s project plan, this engagement is structured as an indefinite-quantity, as-needed arrangement rather than a fixed staffing schedule.

1.3 Request for Proposal (RFP) Timeline

Provided below is a list of the anticipated schedule of events related to this solicitation.

The City of Raleigh reserves the right to modify and/or adjust the following schedule to meet the needs of the service. All times shown are Eastern Time (EST):

RFP Process Date and Time

RFP Date November 4, 2026

Pre-Proposal Meeting/Site-Visit (if required)

N/A – No pre-proposal meeting or site visit is scheduled.

Deadline for Written Questions November 9, 2026, by 4:00 PM EST

City Response to Questions (anticipated)

November 16, 2026

Proposal Due Date and Time November 18, 2026, by 3:00 PM EST

Evaluation Meeting (anticipated)

November – December 2026 (tentative)

Interviews (if required)

If required, to be scheduled during the evaluation phase (November – December 2026)

Selection Announced (tentative)

December 2026 (tentative)

1.4 Pre-Proposal Conference

If the City of Raleigh elects to conduct a Pre-Proposal Conference or Site Visit, attendance by prospective proposers is strongly encouraged but is not mandatory. Prospective Proposers are encouraged to submit written questions in advance. Date, time, and location of pre-proposal conference is shown above in the RFP Timeline (Section 1.3).

1.5 Proposal Questions

Requests for clarification and questions to this RFP must be received by the City not later than the date shown above in the RFP Timeline (Section 1.3) for the submittal of written inquires. The firm’s failure to request clarification and submit questions by the date in the RFP Timeline above shall be considered to constitute the firm’s acceptance of all City’s terms and conditions and requirements.

The City shall issue addenda reflecting questions and answers to this RFP, if any, and shall be posted to North Carolina electronic Vendor Portal (eVP). No information, instruction or advice provided orally or informally by any City personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Proposers can only rely on written material contained in an Addendum to this RFP.

It is important that all Proposers submitting to this RFP periodically check eVP for any Addenda. It is the Proposers responsibility to ensure that all addenda have been reviewed and, if required signed and returned.

All questions related to this solicitation must be submitted in writing (via email) to the following individual – questions submitted via telephone will not be answered:

Contact Name Email Address

Parijat Malla, Technology Supervisor parijat.malla@raleighnc.gov

Questions must be received by the Deadline for Written Questions shown in the RFP Timeline (Section 1.3) and must include the subject line “274-IT2026-05 – ERP Temporary Staffing Service”.

1.6 Proposal Submission Requirements and Contact Information

Proposals must follow the format as defined in Section 2 (PROPOSALS) and must be submitted electronically as a viewable and printable Adobe Portable Document File (PDF) through the City of Raleigh Electronic Bid Submission Form at:

https://formsdev.raleighnc.gov/form/cor_rfp_dev

Electronic Bid/Proposal Submission – Instructions:

• Open the submission form: City of Raleigh Electronic Bid Submission Form

• Complete the information: Solicitation/Proposal Number, Advertisement Date, Vendor Name, Email, Phone Number, and Solicitation Title.

• Add attachment details and upload all required proposal documents using

Browse or drag-and-drop. Only PDF files are acceptable.

• Click Submit and wait for the submission to process.

Each submission must clearly identify the name of the submitting company, the RFP number (274-IT2026-05) and the RFP Title (ERP Temporary Staffing Service).

https://formsdev.raleighnc.gov/form/cor_rfp_dev https://formsdev.raleighnc.gov/form/cor_rfp_dev

The electronic proposal must be received by the City on or before the RFP due date and time provided in the RFP Timeline (Section 1.3). Proposals received after the RFP due date and time will not be considered.

Proposers must respond to the entire Request for Proposals (RFP). Any incomplete proposal may be eliminated from competition at the discretion of the City of Raleigh. The City reserves the right to reject any or all proposals for any reason and to waive any informality it deems in its best interest.

Proposals that arrive after the due date and time will not be accepted or considered for any reason whatsoever. Proposers should allow sufficient time for their files to upload and for the submission to process. It is the responsibility of the firm to ensure that its proposal is successfully submitted by the due date and time specified in the RFP Timeline (Section 1.3).

1.7 Business Engagement & Opportunities

The City of Raleigh maintains processes to conduct business with all business enterprises, including small, emerging, growing, under-capitalized, and under-resourced firms or organizations.

1.8 Rights to Submitted Material

All proposals and supporting materials, as well as correspondence relating to this RFP, shall become the property of the City. The content of all submittals will be held confidential until the selection of the firm is made. Proposals will be reviewed by the Evaluation Team, as well as other City staff and members of the general public who submit public record requests. Any proprietary data must be clearly marked. In submitting a Proposal, each Prospective Proposer agrees that the City may reveal any trade secret materials contained in such response to all City staff and City officials involved in the selection process and to any outside consultant or other third party who serves on the Evaluation Team or who is hired by the City to assist in the selection process.

Proposals marked entirely as “confidential”, “proprietary”, or “trade secret” will be considered non-responsive and will be removed from the evaluation process.

1.9 Communications

All communications of any nature regarding this RFP with any City staff, elected City officials, evaluation committee members, are strictly forbidden from the time the solicitation is publicly posted until award. Questions must be submitted in writing to the individual designated in Section 1.1 (Purpose), prior to the deadline provided in the RFP Timeline (Section 1.3). Violation of this provision may result in the firm’s proposal being removed from consideration.

1.10 Lobbying

By responding to this RFP, the firm certifies that is has not and will not pay any person or firm to influence or attempt to influence an officer or employee of the City or the State of North Carolina, or any elected official in connection with obtaining a contract as a result of this RFP.

1.11 Conflicts of Interest

City of Raleigh contracts are controlled by three conflict of interest provisions.

First, federal procurement standards provide in 2 CFR 200.318 (c)(1), No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or a firm which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The officers, employees, and agents of the non-Federal entity may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts.

Similarly, the North Carolina General Statutes provides a criminal statute for conflicts of interest in public contracting. N.C.G.S. § 14-234(a):

(1) No public officer or employee who is involved in making or administering a contract on behalf of a public agency may derive a direct benefit from the contract except as provided in this section, or as otherwise allowed by law. (2) A public officer or employee who will derive a direct benefit from a contract with the public agency he or she serves, but who is not involved in making or administering the contract, shall not attempt to influence any other person who is involved in making or administering the contract. (3) No public officer or employee may solicit or receive any gift, favor, reward, service, or promise of reward, including a promise of future employment, in exchange for recommending, influencing, or attempting to influence the award of a contract by the public agency he or she serves.

City of Raleigh Charter Section 3.9 regulates private transactions between the City and its officials and employees. The Charter states:

No member of the City Council, official, or employee of the City of Raleigh shall be financially interested, or have any personal beneficial interest, either directly or indirectly, as agent, representative, or otherwise, in the purchase of, or contract for, or in furnishing any materials, equipment or supplies to the City of Raleigh, nor shall any official or employee of the City of Raleigh accept or receive, or agree to accept or receive, directly or indirectly, from any person, firm or corporation to whom any contract may be awarded or from whom any materials, equipment or supplies may be purchased by the City of Raleigh, by rebate, gift, or otherwise, any money or anything of value whatsoever, or any promise, obligation or contract for future reward or compensation, for recommending or procuring the uses of any such materials, equipment or supplies by the City of Raleigh; no member of the City Council, official or employee of the City of Raleigh shall for his own personal benefit operate, directly or indirectly, any concession in any building or on any lands of the City of Raleigh, nor shall any official or employee of the City of Raleigh bid for or be awarded any contract granting concessionary rights of any nature or kind from the City of Raleigh; it shall be unlawful for any member of the City Council, official or employee of the City of Raleigh to bid for or to purchase or to contract to purchase from the City of Raleigh any real estate, equipment, materials, or supplies of any nature or kind whatsoever, either directly or indirectly, at either public or private sale, either singly, or through or jointly with any other person.

1.12 Proposer Expenses

The City of Raleigh will not be responsible for any expenses incurred by any Proposer in the development of a response to this Request for Proposal or any other activities associated with this procurement including but not limited to any onsite (or otherwise) interviews and/or presentations, and/or supplemental information provided, submitted, or given to City of Raleigh and/or its representatives. Further, the City of Raleigh shall reserve the right to cancel the work described herein prior to issuance and acceptance of any contractual agreement/purchase order by the recommended Proposer even if the awarding authority for each entity has formally accepted a recommendation.

1.13 Proposer Acceptance

Submission of any proposal indicates a Proposer’s acceptance of the conditions contained in this RFP. Furthermore, the City of Raleigh is not bound to accept a proposal on the basis of lowest price, and further, the City has the sole discretion and reserves the right to cancel this RFP, and to reject any and all proposals, to waive any and all informalities and/or irregularities and reserves the right to re-advertise this RFP with either the identical or revised scope and specifications if it is deemed to be in the best interests of the City to do so.

The City of Raleigh reserves the right to accept or reject any or all of the items in the proposal, and to award the contract in whole or in part and/or negotiate any or all items with individual Proposers if it is deemed in the best interest of the City to do so. Moreover, the City reserves the right to make no selection if proposals are deemed to be outside the fiscal constraint or not in the best interest of the City.

2 PROPOSALS

Submitted proposals must follow the format outlined below. The City may reject as non-responsive at its sole discretion any proposal that does not provide complete and/or adequate responses or departs in any substantial way from the required format.

2.1 Request for Proposals Required Document Format

Proposals should be formatted for 8-1/2” x 11” (letter-sized) pages, submitted as PDF, and divided into clearly labeled sections (e.g., divider pages or PDF bookmarks) to easily identify and separate each section as follows:

2.1.1. Section/Tab 1: Cover Letter

Provide an introduction letter summarizing the unique proposal of your firm to meet the needs of this service requirement. This letter should be presented on the firm’s official letterhead and signed by an authorized representative who has the authority to enter into a contract with the City on behalf of the firm. Additionally, include the name, address, telephone and email address of the individual who serves as the point of contact for this solicitation.

The cover letter must also confirm the Proposer’s review of this RFP, acceptance of its terms, ability to provide the services described in Section 4, and acknowledgment of compliance with the City of Raleigh’s applicable procurement and fiscal policies.

2.1.2. Section/Tab 2: Corporate Background and Experience

Include a Vendor Profile with background information on the firm: legal name, business address, contact information, corporate structure, and North Carolina Secretary of State registration (if applicable), together with an overview of the staffing agency, including years of experience, areas of specialization, and relevant industry certifications. Provide detailed information regarding the firm’s experience with similar staffing engagements, particularly with government agencies. Provide a list of all similar contracts performed in the past three (3) years, accompanied by at least three (3) client references for similar staffing projects (contact persons, firm, telephone number and email address).

Include the total amount invoiced for each listed project, the length of the project, and list of those involved in the project who are also proposed for the subject project named in this solicitation. Failure to provide a list of all similar contracts in the specified period may result in the rejection of the firm’s proposal. The evaluation team reserves the right to contact any or all listed references, and to contact other public entities regarding past performance on similar projects.

2.1.3. Section/Tab 3: Financial Information

Review and provide one of the following three (3) financial statement options:

1. Recent audited or reviewed financial statements prepared by an independent certified public accountant (CPA) that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the audited or reviewed financial statements were prepared more than six (6) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures from the date of the audited or reviewed financial statements to the end of the most recent financial reporting period (i.e., the quarter or month preceding the issuance date of this RFP)).

OR

2. Recent compiled financial statements prepared by an independent CPA that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the compiled financial statements were prepared more than three (3) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures to date), and other evidence of financial stability such as most recently filed income tax return, evidence of a line of credit/loans/other type of financing with statement of amount in use/outstanding balance (e.g., a complete copy commitment letter, loan agreement, billing statement reflecting the line of credit or statement from lender acknowledging the commitment to fund the Proposer’s stated financing), personal guaranty with copies of personal income tax filing and statement of net worth or such other evidence that is accurate, reliable and trustworthy regarding the Proposer’s financial stability.

OR

3. Include a certified, signed statement from a licensed CPA regularly engaged in the review of the firm’s financial information verifying the financial viability of the firm.

All financial information, statements and/or documents provided in response to this solicitation shall be kept confidential provided that EACH PAGE is marked as follows:

“CONFIDENTIAL – DO NOT DISCLOSE EXCEPT FOR THE EXPRESS PURPOSE OF

PROPOSAL EVALUATION.“

“Recent” shall be defined as financial statements that were prepared within the 12 months preceding the issuance date of this RFP.

Consolidated financial statements of the Proposer’s parent or related corporation/business entity shall not be considered, unless: (1) the Proposer’s actual financial performance for the designated period is separately identified in and/or attached to the consolidated statements, (2) the parent or related corporation/business entity provides the State with a document wherein the parent or related corporation/business entity will be financially responsible for the Proposer’s performance of the contract and the consolidated statement demonstrates the parent or related corporation’s/business entity’s financial ability to perform the contract, financial stability and/or such other financial considerations identified in the evaluation criteria; and/or (3) Proposer provides its own internally prepared financial statements and such other evidence of its own financial stability identified above.

The firm’s failure to provide any of the above-referenced financial statements may result in the proposal being removed from consideration. Proposers are also encouraged to explain any negative financial information, and to provide documentation supporting those explanations and demonstrating the financial strength of the firm.

2.1.4. Section/Tab 4: Project Understanding, Approach and Schedule Provide a comprehensive narrative, outline, and/or graph demonstrating the firm’s understanding and approach to accomplishing the tasks outlined in the Scope of Services (Section 4) of this RFP, including a detailed project plan and timeline. At a minimum, this section must include the firm’s Staffing Methodology, addressing:

• Staffing Methodology –Proposals must include an outline and specification of your

Candidate Qualifications, including the criteria used to assess candidates and ensure they meet City’s requirements, as well as an outline of your recruiting, onboarding, and management process. Proposals must include a detailed Staffing Plan, including your process for recruiting, screening, and placing temporary employees, including but not limited to an approximate timeframe in which your agency anticipates being able to fill the positions outlined in Section 4.

• Rate Schedule – Proposals must include pricing information, including a clear and detailed pricing structure for your temporary staffing services, including any fees or additional costs. See Compensation below.

• Minimum Qualifications — Proposals must confirm that candidates proposed for each Contractor Position meet the minimum year of relevant experience, with prior public-sector/government experience preferred as listed in section 4.

• Recruiting, Onboarding and Management Process: an outline of how the firm recruits, onboards, and manages temporary employees.

• On-Site Supervision: due to the number of positions to be filled pursuant to this RFP, the chosen staffing services provider may be required to maintain a periodic supervisory presence on the City’s campus, available to individuals working in the

Contractor Positions. Describe how the firm would provide this.

2.1.5. Section/Tab 5: Team Firm, Experience and Certifications

This section must include the proposed staffing, deployment and firm of personnel to be assigned to this project. The Proposer shall provide information as to the Proposals and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person. A project-specific firm chart which clearly illustrates the roles, responsibilities, and the reporting relationships of each team member should be included.

This section must also include the following:

• Insurance: a Certificate of Insurance (COI) evidencing the required coverage, including Commercial General Liability ($1,000,000 per occurrence / $2,000,000 aggregate), Workers’ Compensation in accordance with North Carolina law, and

Automobile Liability if applicable ($1,000,000). See Section 3.7 for the full insurance requirements of the resulting contract.

• Certifications & Forms: the completed Non-Collusion Affidavit and E-Verify

Compliance certification (Appendix V), and any HUB/MBE/WBE certifications.

2.1.6. Section/Tab 6: Cost

Provide the completed Proposal Cost Form and Cost Proposal Template (Appendix I) as a separate, clearly labeled file within the electronic submission, along with any additional itemized cost breakdown or price schedule. Proposals must include a clear and detailed pricing structure for the temporary staffing services, including any fees or additional costs.

Compensation - Hourly rates shall be fully burdened to include all costs, all applicable overhead and profit (including lodging, meals, and transportation). The rate schedule shall be provided by job classification and include:

• Hourly pay rate to the employee

• Bill rate to the City

• Markup percentage

• Any volume discount programs

All Contractor Positions under this RFP are expected to be exempt-level; overtime is therefore not anticipated but shall be addressed in the rate schedule for completeness.

Pay rate and markup shall be disclosed separately for each position.

Conversion Fee Schedule – If the City hires a temporary employee as a permanent employee, state the conversion fee, either as a percentage of the employee’s annual salary or a flat amount. Specify any sliding scale based on hours worked (e.g., reduced fee after 500 hours, waived after 1,000 hours).

2.2 RFP Documents

This RFP is comprised of the base RFP document, any attachments, and any addenda released before the contract is awarded. All attachments and addenda released for this RFP in advance of any contract award are incorporated herein by reference.

3 PROPOSAL EVALUATION

3.1 Proposal Evaluation Criteria (Stage 1)

This is not a bid. There will not be a public opening. The proposals received in response to this RFP will be evaluated and ranked by the evaluation committee in accordance with the process and evaluation criteria contained below. Responses will be evaluated in light of the material and substantiating evidence presented in the response and not based on what is inferred. After thoroughly reading and reviewing this RFP, each evaluation committee member shall conduct his or her independent evaluation of the proposals received and grade the responses on their merit in accordance with the evaluation criteria set forth in the following table.

The maximum interview/demonstration points a Proposer can receive is five (5) points.

The Proposers selected for interviews/demonstrations under this section will be notified in writing of the date and time. The Proposers’ interview/demonstrations shall be based solely upon information provided in each Proposer’s original proposal. No new information may be presented.

Criteria (a)

Weight (b)

Score (0-3)

(a) x (b) Weighted

Score

Qualification and Government Experience 25

Staffing Methodology & Responsiveness 25

Rates & Overall Cost 20

References & Past Performance 15

Understanding of City Needs and Operational Capability

Total Score (without Interview/Demonstrations)

Interview/Demonstration (if applicable) (1-5 points)

Final Score (with Interview/Demonstrations)

Score Points 0- Missing or Does Not Meet Expectation 2- Meets Expectation 1- Partially Meets Expectation 3- Exceeds Expectation

Cost Formula: The cost criterion is rated by giving the proposal with the lowest total cost the maximum number of Cost points available. The remaining proposals are rated by applying the following formula:

1 - B - A x C = D A

A—the lowest Proposer’s cost.

B—the Proposer’s cost being scored.

C—the maximum number of cost points available.

D—Proposer’s cost score (points).

Note: If the formula results in a negative number (which will occur when the Offeror’s cost is more than twice the lowest cost), zero points shall be assigned.

3.2 Interview/Demonstration (Stage 2)

A short-list of firms may be invited to Stage 2, Interview/Demonstration, step of the evaluation process. Interview/demonstrations are an important aspect of the evaluation process that offers the City an opportunity to see how the proposer’s solution meets the critical components of the RFP.

3.3 Final Selection

Proposals will be evaluated and ranked according to the criteria and weighted values set forth in Section 3.1. Either a final selection for recommendation will be made at this time or the short-list of firms will be invited to participate in Stage 2 of the evaluation process.

If Stage 2 is implemented, each firm will be evaluated and assigned a score to determine the best firm for recommendation.

After which negotiations of a contract with the most qualified firm will commence. If negotiations are unsuccessful, the City will then pursue negotiations with the next most qualified firm. All Proposers will be notified of their standing immediately following the City’s decision.

The City shall not be bound or in any way obligated until both parties have executed a contract. The City also reserves the right to delay the award of a contract or to not award a contract.

3.4 Notice to Proposers Regarding RFP Terms and Conditions

It shall be the Proposer’s responsibility to read the RFP Instructions, the City’s contract terms and conditions (within the sample City Service Contract provided in Appendix IV), all relevant exhibits, attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Proposers are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP.

3.5 Contract Term

The contract issued by the City to the awarded proposer will define either a completion date by which the services are to be completed and finished, or a term date by which the services will begin and be provided repeatedly over a specific period. The details of the contract term and any options to renew or extend the contract, will be stated in the contract issued by the City. See Appendix IV for a sample-version of the City’s contract for services.

For this solicitation, the anticipated initial term is eighteen (18) to twenty-four (24) months from the contract execution date, with the option to renew or extend upon mutual agreement and satisfactory performance.

3.6 Vendor Risk Assessment Requirement

As a condition of contract award, the vendor(s) selected as a result of this solicitation will be required to complete the City’s Vendor Risk Assessment (VRA) process prior to contract execution and/or prior to commencement of services. This process includes, at a minimum, completion of the City’s Vendor Security Questionnaire (VSQ) and may include review of supporting documentation (e.g., information security policies, independent audit reports, compliance certifications) at the City’s request.

Proposers should anticipate the following:

• The VSQ will be issued to the apparent successful proposer(s) following notice of intent to award, or at another point in the process specified by the City.

• Responses to the VSQ must be complete, accurate, and supported by any documentation requested by the City or its designated assessor.

• The City (or a third party acting on the City’s behalf) may follow up with clarifying questions or requests for additional information.

• Findings from the assessment may result in required remediation, additional contractual security or privacy requirements, or specific risk-mitigation terms as a condition of final contract execution.

• Failure to timely complete the VRA process, or failure to adequately address risks identified during the process, may result in the City declining to proceed with contract execution, notwithstanding any prior notice of intent to award.

Completion of the VRA process does not guarantee contract award and does not relieve the vendor of any other requirement of this solicitation or the resulting contract. Questions regarding the Vendor Risk Assessment process or the Vendor Security Questionnaire may be directed to parijat.malla@raleighnc.gov.

3.7 Additional Terms and Conditions

This procurement is conducted pursuant to City of Raleigh SOP 502-4 (Technology/Services Procurement) rather than the goods-purchasing thresholds set forth in N.C.G.S. § 143-129, and otherwise in accordance with applicable City of Raleigh policy and North Carolina law. The City of Raleigh reserves the right to reject any or all proposals, waive informalities, and negotiate terms in the best interest of the City. All proposals are subject to North Carolina public records laws.

Non-Appropriation of Funds. This contract is contingent upon the availability of appropriated funds. If funds are not appropriated for this contract for any future fiscal year, the City may terminate the contract without penalty.

• All contractor staff assigned to work City’s campus through this project must meet the requirements to gain and maintain access to City’s campus. Similarly, all contractor staff will be expected to abide by City of Raleigh’s Campus Policies, standards of conduct, and other policies, processes, and expectations of all individuals working, residing, or visiting our campus. Additional information will be provided upon request.

• The chosen staffing services provider will be expected to work in conjunction with

CoR’s internal HR team to ensure that all candidates to fill the positions that are the subject of this RFP meet the City’s onboarding and background-screening requirements, including but not limited to comprehensive criminal background checks and drug screening and, for positions with fiscal or financial-system responsibilities, credit-history checks where permitted by law consistent with City of Raleigh governing background investigations for contractor personnel. The chosen provider will also work in conjunction with CoR’s operations and services leadership teams in vetting and onboarding qualified candidates. Additional information will be provided upon request.

• All candidates staffing the Contractor Positions set out in this RFP shall be the employees of CoR’s chosen temporary staffing services provider. No candidates will be deemed employees or other agents of CoR or any of its affiliated entities or partners.

• Relatedly, the chosen temporary staffing services provider will be required to provide their employees/candidates with all required benefits under the law. The City will provide City-issued equipment and the system access (including network and

PeopleSoft access) required for these on-site roles; contractor staff shall use only City-issued equipment to access City systems and data.

• All proposals must include at least three client references for similar staffing projects handled by your company within the past three (3) years.

Multiple Awards and City Council Authorization. Because this is a multiple-award solicitation whose aggregate value across all awarded agreements is expected to exceed the City’s service-contract threshold, City Council authorization will be required prior to contract execution. Awards under this solicitation may be made on a per-position-category or specialty-area basis (e.g., by individual job classification), rather than as a single blended award to one vendor.

Insurance Requirements. The awarded contractor(s) must obtain and maintain any insurance required by law, but at least (i) broad form commercial general liability insurance in amounts for bodily injury and property damage of $1,000,000 per occurrence and $2,000,000 general aggregate (or equivalent in umbrella or excess liability coverage); (ii) causes of loss-special form property insurance, issued on a replacement-cost basis and insuring the full value of the contractor’s property and property for which contractor is legally liable, including vehicles; (iii) workers’ compensation and employer’s liability in amounts of at least $1,000,000; and (iv) business automobile liability, for owned, leased, non-owned and hired vehicles, with combined single limit for bodily injury and property damage of $1,000,000 per occurrence (or its equivalent in umbrella or excess liability coverage). All policies shall be primary, name the City of Raleigh as an additional insured, and be issued by insurance company(ies) qualified to do business in the State of North Carolina and having a Best Rating of at least A-VII. In addition, given the fiscal and data-sensitivity of these roles, the contractor shall maintain Professional Liability (Errors and Omissions) coverage of not less than $1,000,000 per claim and Cyber Liability / data-breach coverage of not less than $1,000,000 per claim and $3,000,000 in the aggregate.

• Ensure all personnel comply with applicable City confidentiality and data-security requirements, including protection of personally identifiable information (PII) and any data accessed through City systems such as PeopleSoft.

• Replace any candidate deemed unsuitable within three (3) business days of notice.

• Invoice the City in accordance with agreed-upon hourly rates and actual hours worked.

• The City may increase, decrease, or fully release any Contractor Position at any time during the term, upon no less than 5 business days' written notice to the Contractor.

No penalty or minimum-hours guarantee shall apply to such adjustments.

4 SCOPE OF SERVICES

Awarded proposer(s) shall provide services, all as set forth in this RFP and more particularly described in this Section 4.

The selected temporary staffing agency (or agencies) will be responsible for providing qualified, temporary personnel in the Contractor Positions listed below. As indicated, the number of individuals within each Contractor Position may vary from time to time, within the City of Raleigh’s discretion.

4.1 Contractor Positions

Positions may include, but are not limited to:

Classification Area of Focus Minimum Experience

Payroll Supervisor Payroll 5+ years direct government payroll

Payroll Analyst Payroll 3+ years direct government payroll

Classification Area of Focus Minimum Experience

AP Supervisor Accounts Payable 5+ years direct government AP

AP Fiscal Senior / Specialist Accounts Payable 3+ years direct government AP

Revenue Specialist Revenue / Receivables / Cashiering

3+ years direct government fiscal

Procurement Supervisor Procurement 5+ years direct government procurement

Procurement Senior Procurement 3+ years direct government procurement

Accounting Supervisor Accounting / Reporting / Ledger

5+ years direct government accounting

Accounting Senior Accounting / Reporting / Ledger

3+ years direct government accounting

Job descriptions for these positions are available at: Job Descriptions.

4.2 Engagement Structure and Schedule

The City anticipates awarding one or more vendors (through multiple Master Service Agreements) to ensure coverage across these varied staffing needs. This engagement is structured as an as-needed, indefinite-quantity arrangement with no guaranteed minimum or maximum hours, so that individual positions may be activated, adjusted, or released at different points as the ERP implementation schedule is finalized. The City currently anticipates staffing the Finance positions listed above.

Individual Contractor Positions may have staggered start dates and need not all commence simultaneously. The City anticipates an overall onboarding window beginning on or about January 2027, with specific position start dates to be determined based on the sequencing of the City’s ERP implementation schedule.

The City may increase, decrease, or fully release any Contractor Position at any time during the term, upon no less than five (5) business days’ written notice to the Contractor.

No penalty or minimum-hours guarantee shall apply to such adjustments.

4.3 Contractor Responsibilities

The awarded proposer(s) shall:

• Ensure that all contractor staff assigned to work on the City’s campus meet the requirements to gain and maintain access to the City’s campus, and abide by the City of Raleigh’s Campus Policies, standards of conduct, and other policies, processes, and expectations of all individuals working, residing, or visiting the campus. Additional information will be provided upon request.

• Work in conjunction with the City’s internal Human Resources team to ensure that all candidates meet the City’s onboarding and background-screening requirements, including but not limited to comprehensive criminal background checks and drug screening and, for positions with fiscal or financial-system responsibilities, credit-history checks where permitted by law, consistent with City of Raleigh requirements governing background investigations for contractor personnel.

https://www.dropbox.com/scl/fo/93khe4tgsddm9zs1njg0j/AAvchH77OFbzHu85Hk_OA4Y?rlkey=fqhox9dhc8ucb4awg7wmjjvmd&st=hs46qlle&dl=0

• Work in conjunction with the City’s operations and services leadership teams in vetting and onboarding qualified candidates. Additional information will be provided upon request.

• Employ all candidates staffing the Contractor Positions. No candidates will be deemed employees or other agents of the City of Raleigh or any of its affiliated entities or partners.

• Provide its employees/candidates with all benefits required under the law.

• Ensure contractor staff use only City-issued equipment to access City systems and data. The City will provide the City-issued equipment and system access (including network and PeopleSoft access) required for these on-site roles.

• Ensure all personnel comply with applicable City confidentiality and data-security requirements, including protection of personally identifiable information (PII) and any data accessed through City systems such as PeopleSoft.

• Replace any candidate deemed unsuitable within three (3) business days of notice.

• Maintain a periodic supervisory presence on the City’s campus, if required by the City, to be available to individuals working in the Contractor Positions.

• Invoice the City in accordance with agreed-upon hourly rates and actual hours worked.

APPENDIX I

PROPOSAL COST FORM

The awarded proposer shall perform the services to be performed as set forth in this RFP and more particularly described in Section 4 for a not to exceed total amount of:

Attach proposal cost itemization or breakdown to this Appendix I Proposal Cost Form.

Proposer/Company Name: ____________________________________________________

Authorized Signature _______________________________Date__________________

Signed by: _____________________________________________________________

[Type or Print Name]

Title of Signer: __________________________________________________________

Cost Proposal Template (Proposers may submit their own formatted document provided all requested information is included and clearly labeled. Add rows for any additional job classifications proposed.)

Job Classification Employee Pay Rate

Bill Rate to City

Markup

Volume Discount

Conversion Fee Schedule

Payroll Supervisor

Payroll Analyst

AP Supervisor

AP Fiscal Senior / Specialist

Revenue Specialist

Procurement Supervisor

Procurement Senior

Accounting Supervisor

Accounting Senior

APPENDIX II

PROPOSER QUESTIONNAIRE

The following questions must be answered, and data given must be clear and comprehensive. If necessary, questions may be answered on separate sheets. The Proposer may submit any additional information desired.

Company Name: d/b/a (if applicable)

Street / PO Box:

City: State: Zip:

Phone: Fax: E-Mail:

Website (if applicable):

Sole Proprietor Partnership Corporation Other

Number of years in business under company’s present name:

Fed Tax ID #: DUNS #

Are you registered with the North Carolina Secretary of State to conduct business (if required)? (Check One) YES: NO: Not Applicable:

Are you properly licensed/certified by the Federal and/or State of North Carolina to perform the specified work?

YES: NO: Not Applicable: ATTACH COPY OF ALL APPLICABLE LICENSING/CERTIFICATION DOCUMENTS

Are/will you be properly insured to perform the work? YES: NO:

Contact for this Contract: Title:

Phone: Fax: E-Mail:

Have you ever defaulted or failed on a contract? (If yes, attach details) YES: NO:

List at least three (3) references for which you have provided these services (same scope/size) in the past three years - preferably government agencies. Do not include City of Raleigh as a reference to meet the requirement of listing at least (3) references.

PROPOSERS ARE RESPONSIBLE FOR SENDING REFERENCE QUESTIONNAIRE (APPENDIX III) TO THEIR

REFERENCES.

1. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

2. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

3. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

4. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

5. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

The undersigned swears to the truth and accuracy of all statements and answers contained herein:

Authorized Signature: Date:

APPENDIX III

REFERENCE QUESTIONNAIRE

(Instructions)

RFP #274-IT2026-05 – ERP Temporary Staffing Service

The City of Raleigh, as a part of the RFP, requires proposing companies to submit a minimum of three (3) business references as required within this document. The purpose of the references is to document the experience of the proposer relevant to the scope of services and assist in the evaluation process.

• The Proposer is required to send the reference form (the following two pages) to each business reference listed on Proposer Questionnaire.

• The business reference, in turn, is requested to submit the Reference Form directly to the City of Raleigh Point of Contact identified on the Reference Questionnaire form for inclusion in the evaluation process.

• The form and information provided will become a part of the submitted proposal. The business reference may be contacted for validation of the response.

• It is the Proposer’s responsibility to verify their references have been received by the

City of Raleigh Point of Contact by the date indicated on the reference form.

APPENDIX III

REFERENCE QUESTIONNAIRE FORM

RFP #274-IT2026-05 – ERP Temporary Staffing Service

(Name of Business Requesting Reference)

This form is being submitted to your company for completion as a business reference for the company listed above.

This form is to be returned to the City of Raleigh, Parijat Malla, via email to parijat.malla@raleighnc.gov no later than 3:00 p.m. EST, November 18, 2026 and MUST NOT be returned to the company requesting the reference.

For questions or concerns regarding this form, please contact the City of Raleigh, Point of Contact above.

Company Providing Reference

Contact Name and Title/Position

Contact Telephone Number

Contact Email Address

Questions:

1. In what capacity have you worked with this company in the past? If the company was under a contract, please acknowledge and explain briefly whether or not the contract was successful.

Comments:

2. How would you rate this company’s knowledge and expertise?

3= Excellent 2= Satisfactory 1= Unsatisfactory 0= Unacceptable

3. How would you rate the company’s flexibility relative to changes in the scope and timelines?

4. What is your level of satisfaction with hard-copy materials, e.g. reports, logs, etc. produced by the company?

5. How would you rate the dynamics/interaction between the company and your staff?

6. Who were the company’s principle representatives involved in providing your service and how would you rate them individually? Would you comment on the skills, knowledge, behaviors or other factors on which you based the rating?

(3= Excellent; 2= Satisfactory; 1= Unsatisfactory; 0= Unacceptable)

Name: Rating:

7. With which aspect(s) of this company’s services are you most satisfied?

8. With which aspect(s) of this company’s services are you least satisfied?

9. Would you recommend this company’s services to your organization again?

AP…