64193.pdf

City Of Chicago Solicitation #64193

BRANDON JOHNSON SHARLA ROBERTS

MAYOR CHIEF PROCUREMENT OFFICER

Specification Number: 1341576 Type of Funding: BOND Title: 1341576: SYSTEM INTEGRATOR FOR TIME, ATTENDANCE & PAYROLL SOFTWARE

Request for Proposal Solicitation #64193 (RFP)

1341576: SYSTEM INTEGRATOR FOR TIME, ATTENDANCE & PAYROLL

SOFTWARE

Specification Number:1341576

Required for use by: DEPARTMENT OF TECHNOLOGY AND INNOVATION

Bid/Proposal Submittal Date and Time: 03:00 PM Central Time, 17-FEB-2026

Deadline for Questions:

Buyer: RICHY, MICHAEL Email Address: Michael.Richy@cityofchicago.org Phone Number: 312-744-0116 Pre-Solicitation Conference Date and Time: 10:00 AM Central Time, 04-FEB-2026 Pre-Solicitation Conference Location: Microsoft Teams & In person at 2N. LaSalle Chicago IL 60602, Mezzanine Conference Center M-04 Great Fire Site Visit Date & Time: N/A Site Visit Location: N/A

Please submit your response to:

http://www.cityofchicago.org/eProcurement iSupplier vendor portal registration is required.

Allow 3 business days to complete registration.

Specification Number: 1341576 Page 2 Type of Funding: BOND Title: 1341576: SYSTEM INTEGRATOR FOR TIME, ATTENDANCE & PAYROLL SOFTWARE

Table of Contents

1 Header Information

1.1 General Information

1.2 Terms

1.3 Requirements

1.4 Attachments

1.5 Response Rules

2 Price Schedule

2.1 Line Information

2.2 Line Details

2.2.1 Line 1

Specification Number: 1341576 Page 3 Type of Funding: BOND Title: 1341576: SYSTEM INTEGRATOR FOR TIME, ATTENDANCE & PAYROLL SOFTWARE

1 Header Information

1.1 General Information

Title 1341576: SYSTEM INTEGRATOR FOR TIME, ATTENDANCE &

PAYROLL SOFTWARE

Description 1341576: SYSTEM INTEGRATOR FOR TIME, ATTENDANCE &

PAYROLL SOFTWARE

Preview Date 30-JAN-2026 13:09:27 Open Date 30-JAN-2026 13:09:27

Close Date 03:00 PM Central Time, 17-FEB-2026

Award Date Not Specified

Time Zone Central Time Buyer RICHY, MICHAEL Quote Style Sealed Email Michael.

Richy@cityofchicago.org Event Request for Proposal Outcome ProServ Blanket Agreement

1.2 Terms

Effective Start Date Not Specified Effective End Date Not Specified

Ship-To Address 006-2145

INFORMATION

TECHNOLOGY

2 N. LaSalle Street - Suite 1010 Chicago, IL 60602 United States

Bill-To Address 006-2145 INFORMATION

TECHNOLOGY

2 N. LaSalle Street - Suite Chicago, IL 60602 United States

Payment Terms Carrier FOB CITY OF CHICAGO Freight Terms

Total Agreement Amount (USD)

Not Specified Minimum Release Amount (USD)

Not Specified

1.3 Requirements

<B>KEY RFP/RFQ PARAMETERS</B>

CONTRACT SPECIFIC GOALS: 25% MBE 5% WBE

Type No Response Required

FUNDING SOURCE: CORPORATE

Type No Response Required

DPS UNIT: PROFESSIONAL SERVICES

Type No Response Required

CONTRACT TERM: TWENTY-FOUR (24) MONTHS + OPTIONAL THIRTY-SIX (36) MONTHS

Type No Response Required

PRE-SUBMITTAL CONFERENCE IN PERSON AND MICROSOFT TEAMS: DATE / TIME:

FEBRUARY 4, 2026 10:00 AM CST LOCATION: 2N LASALLE CHICAGO IL 60602, MEZZANINE

CONFERENCE CENTER M-04 GREAT FIRE PRE-REGISTRATION IS REQUIREDEMAIL:

MICHAEL.RICHY@CITYOFCHICAGO.ORGEMAIL SUBJECT: SYSTEM INTEGRATOR FOR

TIME, ATTENDANCE & PAYROLL SOFTWARE

Type No Response Required Enter the EDS number from your EDS Certificate and attach the certificate. (Go to online EDS website:

https://webapps.cityofchicago.org/EDSWeb)

Circle one from the response values below:

Specification Number: 1341576 Page 4 Type of Funding: BOND Title: 1341576: SYSTEM INTEGRATOR FOR TIME, ATTENDANCE & PAYROLL SOFTWARE

<B>KEY RFP/RFQ PARAMETERS</B>

YES

NO

<B>PRICE SCHEDULE (RFP/RFQ)</B>

“Price Schedule” has been revised. This is a “System Required Line”. In order to be able to submit your qualifications in the e-procurement system, you must enter .01 in the “Quote Price/ Unit Price” field. This is an e- procurement system requirement. Do not enter your proposed pricing. Price will not be considered for evaluation purposes.

Circle one from the response values below:

YES

NO

<B>REQUIRED CONTENT OF SUBMITTAL

/PROPOSAL (Please attach documents)</B>

COVER LETTER INFORMATION

Circle one from the response values below:

YES

NO

EXECUTIVE SUMMARY

Circle one from the response values below:

YES

NO

CERTIFICATE OR PROOF OF CERTIFIED INTEGRATION PARTNER BY ADP WORKFORCE &

WORKDAY

Circle one from the response values below:

YES

NO

COMPANY PROFILE INFORMATION

Circle one from the response values below:

YES

NO

COMPANY REFERENCES INFORMATION

Circle one from the response values below:

YES

NO

PROFESSIONAL QUALIFICATIONS AND SPECIALIZED EXPERIENCE OF RESPONDENT AND

TEAM MEMBERS (PLEASE INCLUDE RESUMES AS APPLICABLE)

Circle one from the response values below:

YES

NO

IMPLEMENTATION MANAGEMENT PLAN (Service Delivery, Organization Chart Resources, Approach, & Staffing Plan)

Circle one from the response values below:

YES

NO

COST PROPOSAL/COMPENSATION SCHEDULE (Use cost proposal template provided in EXHIBIT 2 )

Specification Number: 1341576 Page 5 Type of Funding: BOND Title: 1341576: SYSTEM INTEGRATOR FOR TIME, ATTENDANCE & PAYROLL SOFTWARE

<B>REQUIRED CONTENT OF SUBMITTAL

/PROPOSAL (Please attach documents)</B>

Circle one from the response values below:

YES

NO

MBE/WBE COMPLIANCE PLAN (SCHEDULE D, SCHEDULE C & CERTIFICATION LETTERS)

Circle one from the response values below:

YES

NO

LEGAL ACTIONS (Material legal actions, if any, for the past 5 years)

Circle one from the response values below:

YES

NO

CERTIFICATE OF INSURANCE

Circle one from the response values below:

YES

NO

FINANCIAL STATEMENTS ( 3 Years)

Circle one from the response values below:

YES

NO

CONFLICT OF INTEREST

Circle one from the response values below:

YES

NO

SEXUAL HARRASSMENT POLICY AFFIDAVIT (Exhibit7)

Circle one from the response values below:

YES

NO

EXCEPTIONS TO THE SAMPLE IMPLEMENTOR AGREMENT

Circle one from the response values below:

YES

NO

REDACTED COPY OF PROPOSAL

Circle one from the response values below:

YES

NO

1.4 Attachments

Name Data Type Description ATTACHMENT 01: File RFP & SCOPE ATTACHMENT 02: File Attachment A- Solution Requirements ATTACHMENT 03: File Attachment B-System and Integration Inventory ATTACHMENT 04: File Attachment C: Current State Reports Inventory

1.5 Response Rules

Specification Number: 1341576 Page 6 Type of Funding: BOND Title: 1341576: SYSTEM INTEGRATOR FOR TIME, ATTENDANCE & PAYROLL SOFTWARE

Solicitation is restricted to invited suppliers Suppliers are allowed to view other suppliers' contract terms, notes and attachments Suppliers are allowed to respond to selected lines X Suppliers are allowed to provide multiple responses Buyer may close the solicitation before the Close Date Buyer may manually extend the solicitation while it is open

Specification Number: 1341576 Page 7 Type of Funding: BOND Title: 1341576: SYSTEM INTEGRATOR FOR TIME, ATTENDANCE & PAYROLL SOFTWARE

2 Price Schedule

2.1 Line Information

Display Rank As No indicator displayed

Ranking Price Only Cost Factors None

Line Item, Rev / Job

Target Quantity

Unit Unit Price Amount

1 System Integrator (SI) Solicitation for ERP Implementation

1 USD

2.2 Line Details

2.2.1 Line 1 System Integrator (SI) Solicitation for ERP Implementation Category 00000. Start Price (USD) Not Specified

Shopping Category Not Specified Target Price (USD) Not Specified Minimum Release

Amount (USD) Not Specified

Estimated Total Amount (USD)

Not Specified

RFP for System Integrator for Time, Attendance & Payroll Software

Specification No. 1341576

REQUEST FOR PROPOSAL ("RFP") FOR

SYSTEM INTEGRATOR FOR TIME, ATTENDANCE & PAYROLLSOFTWARE

RFP #64193

Required for use by:

CITY OF CHICAGO

Department of Technology and Innovation

This RFP distributed by:

CITY OF CHICAGO

Department of Procurement Services

Please submit your Proposals to:

http://www.cityofchicago.org/eProcurement iSupplier vendor portal registration is required.

Allow three (3) business days to complete registration.

All other communications must be addressed and returned to:

Sharla D. Roberts, Chief Procurement Officer

Attention: Michael Richy Assistant Procurement Officer Department of Procurement Services 121 North LaSalle Street, Suite 806

Chicago, Illinois 60602 Michael.Richy@cityofchicago.org

Pre-Proposal Conference Meeting will be held in person and virtually on February 4, 2026, 10:00am

Central Time. The in-person meeting will be held at 2N. LaSalle Chicago IL 60602, Mezzanine Conference Center M-04 Great Fire. The meeting will also be available virtually on Microsoft Teams.

Pre-Registration must be arranged in advance of the scheduled Pre-Proposal Conference Meeting.

Attendance at the Pre-Proposal Conference is not mandatory but strongly encouraged.

PROPOSALS MUST BE RECEIVED NO LATER THAN 3:00 P.M., CENTRAL TIME, ON FEBRUARY

17, 2026

BRANDON JOHNSON

MAYOR

SHARLA D. ROBERTS

CHIEF PROCUREMENT OFFICER

TABLE OF CONTENTS

I. GENERAL INVITATION

A. Purpose of the Request for Proposal B. Background

II. DEFINITIONS

III. SCOPE OF SERVICES

A. Description of Services B. Contract Term

IV. GENERAL INFORMATION AND GUIDELINES

A. Communications Between the City of Chicago and Respondents

1. Pre-Proposal Conference B. Deadline and Procedures for Submitting Proposals C. RFP Information Resources D. Procurement Timetable E. Transparency Website: Trade Secrets

V. PREPARING PROPOSALS: REQUIRED INFORMATION

A. Format of Proposals B. Required Contents of Proposal

1. Cover Page

2. Table of Contents

3. Executive Summary

4. Certification

5. Prior Project Experience

6. References

7. Implementation Plan

8. Staffing Plan

9. Schedule of Compensation

10. MBE/WBE/VBE Participation Goals

11. Economic Disclosure Statement and Affidavit (“EDS”) and Attachment A: Online EDS

Acknowledgement

12. Legal Actions

13. Insurance

14. Financials

15. Disclosure of Conflicts of Interest

16. Sexual Harassment Policy Affidavit

17. Exceptions to the Sample Implementor Agreement

VI. EVALUATING PROPOSALS

A. Evaluation Process B. Evaluation Criteria

VII. SELECTION PROCESS

VIII. ADDITIONAL DETAILS OF THE RFP PROCESS

A. Clarifications and Addenda B. City’s Rights to Reject Proposals C. No Liability for Costs D. Prohibition on Certain Contributions - Mayoral Executive Order No. 2011-4 E. False Statements

F. Title VI Solicitation Notice G. Policy Prohibiting Sexual Harassment (Section 2-92-612 of the Chicago Municipal Code) H. Protests

EXHIBIT 1: SCOPE OF SERVICES

1. OBJECTIVE

2. FUTURE STATE SCOPE

2.0. Scope of Services and Expectations

2.0.1. Discovery Phase

2.0.2. Execution Phases(s)

2.0.3. Data Conversion and Loading

2.0.4. Complete all the integrations that are deemed in scope

2.0.5. Develop and deploy a security strategy, approach, plan, and standard operating procedures (SOP’s)

2.0.6. Testing methodology, comprehensive approach, plan and execution

2.0.7. Organization Change Management and Training (OCM)

2.0.8. Go-Live Readiness

2.0.9. Post Go-Live Hypercare Support (minimum 6 months)

2.0.10. Operational Support Documentation Requirements

2.1. Business, Data, Technical, Architecture Requirements, Blueprint, Realization

2.1.1. Solution Requirements

2.1.2. Blueprint

2.1.3. Blueprint Realization

2.1.4. Data Workstream

2.1.5. Data Conversation Troubleshooting Requirements

2.1.6. Interfaces and Integration

2.1.7. Integration Support Requirements

2.2. Testing Workstream

2.2.1. The SI will be required to provide a testing strategy, approach and plan that includes, but is not limited to:

2.2.2. Testing Scope to include but not limited to:

2.2.3. Environment Management Requirements

2.3. Performance Standard

2.4. Organization Change, Training and Knowledge Transfer

2.4.1. Communication Plan and Change Readiness

2.4.2. Training Plan and Approach

2.4.3. Other Training Considerations

2.4.4. Support Knowledge Transfer Requirements

2.5. Cutover, Deploy and Hypercare Maintenance and Support

2.5.1. Cutover

2.5.2. Go-Live for both Technical and Business

2.5.3. Hypercare

2.5.4. Hypercare Service Level Requirements

2.5.5. On Going Support Model

2.5.6. Additional Production Support

2.6. Enterprise Architecture Requirements

2.6.1. Architecture Governance and Compliance

2.6.2. Architecture Deliverables

2.6.3. Architecture Review Checkpoints

2.6.4. Traceability and Alignment

3. APPROACH

3.0. Contract Place of Performance and Contract Type

3.1. Operating Constraints

3.1.1. Personnel Skills and Knowledge

3.2. Special Clauses

EXHIBIT 2: SCHEDULE OF COMPENSATION

EXHIBIT 3: ECONOMIC DISCLOSURE STATEMENT AFFIDAVIT AND ATTACHMENT A

EXHIBIT 4: SPECIAL CONDITIONS REGARDING MINORITY BUSINESS ENTERPRISE COMMITMENT, WOMEN BUSINESS ENTERPRISE COMMITMENT, AND VETERAN-OWNED BUSINESS ENTERPRISE COMMITMENT FOR

COMMODITIES OR SERVICES

3.1. Policy and Terms

3.2. Definitions

3.3. Joint Ventures

3.4. Counting MBE/WBE and VBE Participation Toward the Contract Specific Goals

3.5. Reductions to or Waiver of MBE, WBE, and VBE Goals

3.5.1. Direct Participation

3.5.2. Assist Agency Participation in wavier/reduction requests

3.5.3. Impracticability

3.6. Procedure to Determine Bid Compliance

3.7. Reporting Requirements During the Term of the Contract

3.8. Changes to Compliance Plans

3.8.1. Permissible Basis for Change Required

3.8.2. Procedure for Requesting Approval

3.9. Non-Compliance and Damages

3.10. Arbitration

3.11. Equal Employment Opportunity

3.12. Attachments and Schedules

Attachment B - Sample Format for Requesting Assist Agency Comments on Bidder’s Request for Reduction or Waiver of MBE/WBE/VBE Goals

Schedule B – Affidavit of MBE/WBE/VBE Joint Venture Schedule C-1: Letter of Intent From MBE/WBE To Perform As Subcontractor, Supplier and/or Consultant . 71 Schedule D-1: Affidavit of Implementation of MBE/WBE Goals and Participation Plan

SCHEDULE C-V

EXHIBIT 5: KEY PERSONNEL

EXHIBIT 6: INSURANCE REQUIREMENTS

INSURANCE REQUIREMENTS

EXHIBIT 7: SEXUAL HARASSMENT POLICY AFFIDAVIT (SECTION 2-92-612)

EXHIBIT 8: COMPANY REFERENCES/CLIENT PROFILE INFORMATION

EXHIBIT 9: MYCOI

EXHIBIT 10: DATA PROTECTIN REQUIREMENTS FOR CONTRACTORS, VENDORS AND THIRD-PARTIES ................... I

EXHIBIT 11: SAMPLE CITY TERMS AND CONDITIONS/IMPLEMENTATION AGREEMENT ...................................... IV

1. INTRODUCTION

2. INCORPORATION OF EXHIBITS

3. STANDARD TERMS AND CONDITIONS

3.1. General Provisions

3.1.1. Definitions

3.1.2. Interpretation of Contract

3.1.3. Subcontracting and Assignment

3.1.4. Contract Governance

3.1.5. Confidentiality

3.1.6. Indemnity

3.1.7. Non-Liability of Public Officials

3.2. Compensation Provisions

3.2.1. Ordering, Invoices, and Payment

3.2.2. Subcontractor Payment Reports

3.2.3. Prompt Payment to Subcontractors

3.2.4. General Price Reduction – Automatic Eligibility for General Price Reductions

3.3. Compliance With All Laws

3.3.1. General

3.3.2. Certification of Compliance with Laws

3.3.3. Federal Affirmative Action

3.3.4. Civil Rights Act of 1964, Title VI, Compliance With Nondiscrimination Requirements

3.3.5. Other Non-Discrimination Requirements

3.3.6. Wages

3.3.7. Economic Disclosure Statement and Affidavit and Appendix A ("EDS")

3.3.8. Restrictions on Business Dealings

3.3.9. Debts Owed to the City; Anti-Scofflaw, MCC Sect. 2-92-380

3.3.10. Other City Ordinances and Policies

3.3.11. [Intentionally Omitted]

3.3.12. Compliance with Environmental Laws and Related Matters

3.4. Contract Disputes

3.4.1. Procedure for Bringing Disputes to the Department

3.4.2. Procedure for Bringing Disputes before the CPO

3.5. Events of Default and Termination

3.5.1. Events of Default

3.5.2. Cure or Default Notice

3.5.3. Remedies

3.5.4. Non-Exclusivity of Remedies

3.5.5. City Reservation of Rights

3.5.6. Early Termination

3.6. Department-specific Requirements

3.6.1. Department of Aviation Standard Requirements

3.6.2. Emergency Management and Communications (City) Security Requirements

3.6.3. Chicago Police Department Security Requirements

3.6.4. Department of Water Management ("DOWM") Security Requirements

4. TERMS AND CONDITIONS FOR INFORMATION TECHNOLOGY SERVICES

4.1. Standard of Performance

4.1.1. General

4.1.2. Cooperation

4.1.3. Failure to Comply

4.2. Meetings and Project Meetings

4.3. Related Services

4.4. Additional Services

4.5. Timeliness of Performance

4.6. Suspension

4.7. Personnel

4.7.1. Adequate Staffing

4.7.2. Account Manager

4.7.3. Key Personnel

4.7.4. Salaries and Wages

4.8. Conduct on City Premises

4.9. City's Policies and Procedures

4.10. HIPAA, HITECH, and AIDS Confidentiality Act

4.11. Ownership and Protection of City Confidential Data

4.12. Copyright Ownership and other Intellectual Property

4.13. Patents

4.14. Approvals

4.15. Cooperation

4.16. Conflicts of Interest, additional terms

4.17. Compliance with Accessibility Laws

4.18. Compliance with Payment Card Industry Data Security Standard

4.19. Reimbursement for Travel

5. SCOPE OF WORK AND DETAILED SPECIFICATIONS

5.1. Scope of Services

5.2. List of Key Personnel

5.3. Schedule of Performance for System Design and Implementation

5.14. Funding

5.15. Payment

5.15.1. Basis of Payment

5.15.2. Centralized Invoice Processing

5.15.3. Criteria for payment

5.16. Representations and Covenants

6. SPECIAL CONDITIONS REGARDING MINORITY BUSINESS ENTERPRISE COMMITMENT, WOMEN BUSINESS ENTERPRISE COMMITMENT, AND VETERAN-OWNED BUSINESS ENTERPRISE COMMITMENT FOR COMMODITIES

OR SERVICES

6.1. Policy and Terms

6.2. Definitions

6.3. Joint Ventures

6.4. Counting MBE/WBE and VBE Participation Toward the Contract Specific Goals

6.5. Reductions to or Waiver of MBE, WBE, and VBE Goals

6.5.1. Direct Participation

6.5.2. Assist Agency Participation in wavier/reduction requests

6.5.3. Impracticability

6.6. Procedure to Determine Bid Compliance

6.7. Reporting Requirements During the Term of the Contract

6.8. Changes to Compliance Plans

6.8.1. Permissible Basis for Change Required

6.8.2. Procedure for Requesting Approval

6.9. Non-Compliance and Damages

6.10. Arbitration

6.11. Equal Employment Opportunity

6.12. Attachments and Schedules

Attachment B - Sample Format for Requesting Assist Agency Comments on Bidder’s Request for Reduction or Waiver of MBE/WBE/VBE Goals

Schedule B – Affidavit of MBE/WBE/VBE Joint Venture

Schedule C-1: Letter of Intent From MBE/WBE To Perform As Subcontractor, Supplier and/or Consultant . 77 Schedule D-1: Affidavit of Implementation of MBE/WBE Goals and Participation Plan

SCHEDULE C-V

7. INSURANCE REQUIREMENTS

7.1. Insurance to be Provided

7.1.1. Workers Compensation and Employers Liability

7.1.2. Commercial General Liability (Primary and Umbrella)

7.1.3. Automobile Liability (Primary and Umbrella)

7.1.4. All Risk Property

7.2. Additional Requirements

SIGNATURE PAGE

A. EXHIBITS

EXHIBIT 1: SCOPE OF WORK AND DETAILED SPECIFICATIONS

EXHIBIT 2: COMPENSATION

EXHIBIT 3: INSURANCE CERTIFICATE OF COVERAGE

EXHIBIT 4: HIPAA BUSINESS ASSOCIATE AGREEMENT

EXHIBIT 5: DATA PROTECTION REQUIREMENTS FOR CONTRACTORS, VENDORS AND THIRD-PARTIES

EXHIBIT 6: ECONOMIC DISCLOSURE STATEMENT AND AFFIDAVIT (EDS)

EXHIBIT 7: SEXUAL HARASSMENT POLICY AFFIDAVIT (SECTION 2-92-612)

TABLE OF EXHIBITS

Appendix 1 eProcurement

Exhibit 1 Scope of Services

1. Attachment A: Solution Requirements

2. Attachment B: System and Integration inventory

3. Attachment C: Current State Reports Inventory

Exhibit 2 Schedule of Compensation

Exhibit 3 Economic Disclosure Statement Affidavit and Attachment A

Exhibit 4 Special Conditions Regarding Minority, Women, and Veteran- Owned Business Enterprise (MBE/WBE/VBE) Commitment for Commodities and Service Contracts, including:

1. Attachment B: Sample Letter to Assist Agencies

2. Schedule B: Affidavit of Joint Venture (MBE/WBE)

3. Schedule C-1: MBE/WBE Letter of Intent to Perform as Subcontractor, Supplier, and/or Consultant

4. Schedule C-V: Letter of Intent from VBE to Perform as Subcontractor, Supplier and/or Consultant

5. Schedule D-1: Affidavit of MBE/WBE Goal Implementation Plan

MBE/WBE Utilization Report

6. Schedule D-V: Compliance Plan Regarding VBE Utilization

Exhibit 5 Key Personnel

Exhibit 6 Insurance Requirements

Exhibit 7 Sexual Harassment Policy Affidavit (Section 2-92-612)

Exhibit 8 Company Reference / Client Profile Information

Exhibit 9 MyCOI

Exhibit 10 Data Protection Requirements for Contractors, Vendors, and Third Parties

Exhibit 11 Sample City Terms and Conditions/Implementation Agreement

REQUEST FOR PROPOSAL (“RFP”)

for

SYSTEM INTEGRATOR FOR TIME, ATTENDANCE, & PAYROLL

I. GENERAL INVITATION

A. Purpose of the Request for Proposal

The City of Chicago ("City"), acting through its Department of Technology and Innovation (“DTI”), seeks a qualified Respondent, defined below, to implement time and attendance, as well as payroll software for the City. Respondents must be certified to implement ADP Workforce and Workday enterprise solutions.

B. Background

The City currently operates a highly customized Oracle Enterprise Resource Planning (“ERP”) system that was originally implemented in 2002. Since its initial deployment, this system has undergone significant enhancements and modifications, including migration to the Oracle Cloud. In addition, the

City utilizes CATA (IBM AS400) as its legacy system for Time and Attendance.

The City of Chicago maintains a workforce of approximately 33,000 employees across 39 departments and is governed by 44 collective bargaining agreements. The proposed implementation of new time and attendance, as well as payroll software will transition the City to ADP Workforce and Workday as its new enterprise solution.

C. Internet Access to this RFP

All materials related to the RFP may be downloaded from the Department of Procurement Service's ("DPS") website at the following URL: http://www.cityofchicago.org/eProcurement.

Click on "Current Bids." In order to receive notice of clarifications and addenda, Respondents must log-in to iSupplier, search for the solicitation number, open the solicitation for review, and accept the disclaimer.

RFP Document Holders are listed on the Bid & Bond Room Opportunity Take Out List. The Opportunity Take Out List is public information and is posted to the DPS website at www.cityofchicago.org/TOL. To find Opportunity Take Out lists, go to “Get Started Online,” and search by the specification number.

All Respondents are responsible for obtaining all RFP materials. The City accepts no responsibility for the timely delivery of materials or for alerting Respondents on posting to the DPS website information related to this RFP.

Respondent must read Appendix I eProcurement for more details regarding electronic access to RFP abstract and documents to be submitted electronically and uploaded as attachments to your proposed submission.

II. DEFINITIONS

The following defined terms have the meanings specified below.

NOTE: If a defined term is used only once, then it may be defined within the context in which it appears in that paragraph or section.

“Addendum” means any revision(s) to the RFP Documents issued by the Chief Procurement Officer prior to the due date for submitting proposals.

“Agreement” means the City of Chicago’s Implementation Agreement, including all exhibits attached to it and incorporated in it by reference, and all amendments, modifications, or revisions made in accordance with its terms, as attached in this RFP in Exhibit 11.

“Chief Procurement Officer” or “CPO" means the Chief Procurement Officer of the City of Chicago and any representative duly authorized in writing to act on her behalf.

“Clarification” means the City’s response to questions submitted by Respondents which do not revise the requirements of the RFP.

“Commissioner” means the Commissioner and Chief Information Officer of the City of Chicago Department of Technology and Innovation and any representative authorized in writing to act on the City Commissioner’s behalf.

“Contractor” or “Consultant” means the Respondent awarded a contract pursuant to this RFP process.

“Department” or DTI” means the City of Chicago Department of Technology and Innovation

“EC” means the Evaluation Committee appointed to review and assess all Proposals and make its recommendations to the Commissioner concerning its evaluations.

"iSupplier" refers to the City's eProcurement computer system for electronic bidding and providing Contractors with access to contract, ordering and payment information for their City contracts.

“Proposal” is the written content and documents submitted by a Respondent in response to this RFP.

“Respondent” means the primary entity which submits a Proposal in response to this RFP and may include subcontractors and other affiliates.

“Selected Respondent” means the awardee of the Contract from this RFP.

“Services” means performance of all tasks, activities and deliverables as described in detail in Exhibit 1, Scope of Services and performed by qualified and licensed personnel of the selected Contractor from this RFP.

“Subcontractor” means any person or entity with whom the Contractor contracts to provide any part of the goods, services or work to be provided by Contractor under the Contract, including subcontractors of any tier, suppliers and materialmen, whether or not in privity with the Contractor.

III. SCOPE OF SERVICES

A. Description of Services

The Respondent will provide the City with implementation services for new time and attendance software, as well as new payroll software as part of a new ERP platform for the City.

The Services that the City seeks to acquire are described in detail in the Scope of Services, Exhibit 1.

B. Contract Term

Any contract awarded pursuant to this RFP shall be for an initial term of twenty-four (24) months. The City, in its sole discretion, may extend the Agreement for up to three (3) additional periods of twelve (12) months each.

IV. GENERAL INFORMATION AND GUIDELINES

A. Communications Between the City of Chicago and Respondents

1. Pre-Proposal Conference

The Pre-Proposal Conference will be conducted in person and via Microsoft Teams. Attendance at the Pre-Proposal Conference is not mandatory but is strongly encouraged. All interested Attendees must register in advance of the Pre-Proposal Conference Meeting. Same day registration is allowed. Pre-Registration must be arranged in advance of the scheduled February 4, 2026 Pre-Proposal Conference Meeting.

The Pre-Proposal Conference will be held on February 4, 2026, at 10:00am Central Time at

2 N. LaSalle Chicago IL 60602, Mezzanine Conference Center M-04 Great Fire. Attendance at the Pre-Proposal Conference is also available virtually on Microsoft Teams. For security purposes please pre-register all in-person attendees.

Attendees must send an e-mail to Michael Richy at Michael.Richy@cityofchicago.org. E-mail

Subject line must read: RFP for System Integrator for Time, Attendance & Payroll Software Pre-

Proposal Conference Meeting.

Registered Attendees will receive e-mail confirmation with directions.

B. Deadline and Procedures for Submitting Proposals

1. To be assured of consideration, Proposals must be submitted electronically to the Department of

Procurement Services no later than 3:00 P.M. Central Time on February 17, 2026. Respondents must submit all required information by uploading as attachments to the electronic RFP submission in iSupplier. iSupplier vendor portal registration is required. Allow three (3) business days to complete registration.

2. The City may, but is not required to, accept Proposals that are not received by the date and time set forth in Section IV.B.1 above. Only the Chief Procurement Officer is empowered to determine whether to accept or return late Proposals.

3. Submit your Proposals to: http://www.cityofchicago.org/eProcurement

Combining multiple PDF attachments is strongly encouraged in order to minimize the number of uploaded attachments. Only proposals submitted electronically, as described in this section, will be accepted.

C. RFP Information Resources

Respondents are solely responsible for acquiring the necessary information or materials. Information for preparing a response to this RFP can be located in the following areas of the City’s website:

www.cityofchicago.org/Procurement:

• Search MBE/WBE Directory Database http://www.cityofchicago.org/Procurement

• Pre-Bid/Proposal Conference Attendees

• Addenda and Exhibits, if any.

D. Procurement Timetable

The timetable for the RFP solicitation is summarized below. Note that these are target dates and are subject to change by the City.

Key Activity

Target Date

City Issues RFP January 30, 2026

Pre-Proposal Conference

February 4, 2026

Proposals Due

February 17, 2026

Oral Presentations

February 23, 2026, through February 27, 2026

E. Transparency Website: Trade Secrets

Consistent with the City's practice of making available all information submitted in response to a public procurement, all proposals, any information and documentation contained therein, any additional information or documentation submitted to the City as part of this solicitation, and any information or documentation presented to City as part of negotiation of a contract or other agreement may be made publicly available through the City's Internet website. However, Respondents may designate those portions of the Proposal which contain trade secrets or other proprietary data ("Data") which Respondents desires remain confidential.

To designate portions of the Proposal as confidential, Respondent must:

1. Mark the cover page as follows: "This Proposal includes trade secrets or other proprietary data.”

2. Mark each sheet or Data to be restricted with the following legend: "Confidential: Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this RFP."

3. Upload with your Proposal Submittal a redacted copy of the entire Proposal or Submission as one .pdf format file for posting on the City's website. Respondent is responsible for properly and adequately redacting any Data, which Respondent desires remain confidential. If entire pages or sections are removed, they must be represented by a page indicating that the page or section has been redacted. Failure to upload a redacted copy may result in the posting of an un-redacted copy.

Indiscriminate labeling of material as "Confidential" may be grounds for deeming a Proposal as non-responsive.

All Proposals submitted to the City are subject to the Freedom of Information Act. The City will make the final determination as to whether information, even if marked "Confidential," will be disclosed pursuant to a request under the Freedom of Information Act or valid subpoena. Respondent agrees not to pursue any cause of action against the City with regard to disclosure of information.

V. PREPARING PROPOSALS: REQUIRED INFORMATION

Each Proposal must contain all of the following documents and must conform to the following requirements.

A. Format of Proposals

The Proposal shall be submitted as an electronic Proposal. The electronic Proposal shall be one file that is a word-searchable pdf file.

B. Required Contents of Proposal

Proposal content must be clear, concise and well organized. Respondent is strongly discouraged from including marketing or promotional materials not related specifically to the focus of this RFP.

Respondents are advised to adhere to the submittal requirements of the RFP. Failure to comply with the instructions of this RFP may be cause for rejection of the non-compliant Proposal. Respondent must provide information in the appropriate areas throughout the RFP. By submitting a response to this RFP, you are acknowledging that if your Proposal is accepted by the City, your Proposal and related submittals may become part of the Contract. While the City recognizes that Respondents provide costs in varying formats, compliance with the enclosed Schedule of Compensation in Exhibit 2 is required to facilitate equitable comparisons.

At a minimum, the Proposal must include the following items:

1. Cover Page

The Proposal must begin with a cover page bearing the name and address of the

Respondent and the name and number of this RFP. Any confidential, proprietary information of trade secret claims must be outlined on the cover page.

2. Table of Contents

A table of contents for the Proposal should follow the cover page.

3. Executive Summary

Provide a brief summary or narrative of the project objectives, understanding of the project needs, and the approach proposed to complete the project. Each phase of the project should be described along with the methodology proposed to achieve deliverables. Include a brief summary of the key personnel for the project.

4. Certification

Respondent must provide proof of being a certified implementation partner for ADP Workforce and Workday. Failure to provide this information in the proposal shall result in the Proposal being rejected as non-responsive.

5. Prior Project Experience

In the Proposal, Respondent must demonstrate it has completed implementations of similar size (large scale employee base) and similar complexity to the project described in the Scope of Services for the City of Chicago. The projects provided should be Time, Attendance and Payroll implementation projects for other governments.

Respondent shall describe at least two (2) projects completed similar to the one described in this RFP for a System Integrator for time attendance and payroll software.

Project information should include the precise role(s) performed by the Respondent, final results, key personnel assigned and their role and duties, and any subcontractor(s) involved as well as their role/duties. Respondent shall use the format in Exhibit 7 to list its prior similar projects. In addition to that format, please add any key challenges encountered on such projects.

The Respondent must demonstrate strong product knowledge, including a thorough understanding of the product’s features, functionality, and use cases. It should also clearly outline the data migration capability, detailing experience, methodologies, and tools used to ensure accurate, secure, and efficient data transfer from legacy systems. In addition, the submission must highlight proven knowledge and capability in integration tools, showcasing the ability to seamlessly integrate the product with existing systems and third-party platforms to support scalable and reliable operations.

6. References

In addition to the prior projects, Respondent must also provide at least two (2) references that demonstrate the experience and skills required for this project. The focus of this requirement shall be on quality, rather than quantity of references. Only one reference can be a reference from a City of Chicago project. Referenced projects should have been completed within the last two years.

In addition to the references for Respondent, for each subcontractor being used, Respondent must submit at least two references that illustrate performance in the types of duties that firm is proposed to perform in this project.

7. Implementation Plan

Respondent must also provide an implementation plan. The implementation plan must set forth the Respondent’s proposed approach to providing the required services, including the methodology the Respondent intends to use. The proposal must also describe the Respondent’s approaches to deliverable acceptance processes, a clearly defined project governance model, risk and issue management practices, and the roles and responsibilities of all parties involved.

The implementation plan must also make clear that the Respondent understands the details of the project requirements. The implementation plan must also identify potential obstacles to efficient development and include plans to overcome those potential obstacles.

The implementation plan must also include a description of the Respondent’s plans, if any, to provide services through a joint venture, teaming partner, or subcontractors.

Specifically, the implementation plan must address each of the following items:

A. Provide your proposed methodology, approach and best practices for adapting to project needs and timeline for the City’s Time, Attendance and Payroll (“TAP”) future state solution implementation enabled by ADP Workforce Software and Workday. Respondent shall include key phases such as blueprint/design, configuration/development, comprehensive testing, mock cutovers and cutover and post Go-Live support/hypercare.

B. Explain your approach to ensuring that the City’s core project team will have sufficient knowledge and understanding of the ADP Workforce Software and Workday applications to properly participate in the business blueprinting process/application design discussions and key decisions.

C. Describe your implementation framework/methodology specific to HCM systems. If you use a proprietary methodology, please name it and explain how it applies to Workday and ADP Workforce Software implementations.

D. Describe your experience implementing ADP Workforce Software Time &

Attendance Management, Forecasting and Scheduling, and Absence and Leave Management.

E. Indicate all key personnel with Workday and ADP Workforce Software certifications.

F. Describe your experience implementing Workday Human Capital

Management and ADP Workforce Software time and attendance software including integrations.

G. Describe your overall approach to TAP business, data, technical blueprint, and explain how you use the blueprint to support configuration and development.

H. Explain the best practices you consider when implementing TAP solution, including how you have applied these practices on similar projects in the past.

I. Explain your approach for documenting system configuration for future reference and how you manage documentation of changes to configuration during implementation lifecycle.

J. Explain how you will manage TAP solution gaps revealed in fit/gap analysis, including situations where the selected TAP solution cannot meet a given requirement. Please provide examples from past experience of how you identified TAP gaps and solutions that you implemented.

K. Explain your practices for hybrid work environments including your approach to virtual and onsite work to ensure productivity, timely deliverables and quality assurance.

L. Describe your approach to Knowledge Transfer to ensure that internal teams and the City’s third-party vendor support teams are fully equipped to maintain and support the TAP solution enabled by ADP Workforce Software and Workday beyond hypercare. This should include a comprehensive strategy for preparing the City for long-term support needs, as well as a structured offboarding plan to ensure continuity, retention of institutional knowledge, and a smooth transition from the SI to ongoing support teams (e.g., SME/Application Management Support Team).

M. Describe your approach to Go-Live readiness (e.g., go/no-go criteria) and your approach for post Go-Live/hypercare support. The City desires a minimum of six months of post-Go-Live support from the selected SI.

N. Describe how your approach to implementing cloud-based SaaS solutions supporting the NIST Special Publication 800-53r5 including:

a. Any proprietary tools used to streamline the process

b. Data governance recommendations, including amount of data to convert versus amount to archive for future reporting, and appropriate mechanism for archiving

c. Recommendation for where unconverted history will be stored

d. Managing data conversion and migration trials, testing and final runs

e. Explanation of your testing process, including the types of testing performed, the methods used to resolve discrepancies, and the criteria for determining when testing is complete (What does good and done look like)

f. Explanation of your cutover test planning and execution including deliverable samples

g. Describe your plan for data backup including solutions that will be used to extract City data out of the SaaS provider's cloud and stored external to that SaaS provider

h. Include your plan for business continuity & disaster recovery, and management plan for encryption keys

i. Describe your comprehensive approach to security to include but not limited to the following:

i. Security Strategy

ii. Access Controls

iii. Vulnerability Scans

iv. Data Encryption (data in motion, data at rest and backups)

v. Monitoring, Logging and Audit Trails

vi. Security Testing

vii. Experience with zero trust security

viii. Digital forensics approach for SaaS environments

O. Describe your approach to addressing business improvement that ensures legacy workarounds, inefficient and manual processes are not enshrined in the new solution.

8. Staffing Plan

Respondent must include a staffing plan. The staffing plan must set forth the Respondent’s proposed approach to ensure a consistent, dedicated team will be assigned for the lifecycle of the project, the requirements of this project, including the titles of each of the labor categories proposed and proposed level of effort for each member of the Respondent’s implementation team. Respondent shall specify which resources will be fully dedicated or partially dedicated to the project and shall include the geographic location of team members. Additionally, if applicable, Respondent shall indicate any and all resources it would require from the City throughout the project phases.

The staffing plan must also identify the proposed Project Manager proposed Functional Lead and proposed Technical Lead by name and include a resume for each. Those resumes must include a brief description of the experience and capability for each individual. The roles of Project Manager, Functional Lead, and Technical Lead are further described in Section 4.3 of the Scope of Services.

The Contractor must demonstrate that all key staff assigned to this project hold and maintain current certifications for Workday and ADP Workforce. Respondents must submit proof of certification with their proposal.

Respondents proposing Key Personnel who are not currently employed by the Respondent, or a teaming partner must include a signed letter of intent from the individual proposed as Key Personnel that he/she intends to participate in this project for the full term of the project. Please identify key personnel in Exhibit 5.

9. Schedule of Compensation

Respondents must include a Schedule of Compensation in the format indicated in Exhibit

2.

10. MBE/WBE/VBE Participation Goals

Using the schedules in Exhibit 4, Respondents shall provide a plan delineating the various anticipated categories and/or disciplines of work/services to be provided by MBE/WBE/VBE firms. Provide the names and qualifications for the prospective MBE/WBE/VBE firms that you plan to use to fulfill the minimum participation goals of 25% MBE, 5% WBE. for the project.

Respondents are required to provide a written statement of their commitment to meet the

MBE, WBE and/or VBE requirements and submit an MBE/WBE/VBE compliance plan or demonstrate that you have made Good Faith Efforts to meet the minimum participation goals.

11. Economic Disclosure Statement and Affidavit (“EDS”) and Attachment A: Online EDS

Acknowledgement.

Respondent shall complete an Economic Disclosure Statement and Affidavit, Attachment

A: Online EDS Acknowledgement. See Online City of Chicago EDS Instructions and

Attachment A: Online EDS Acknowledgement, in Exhibit 3. If Respondent is a business entity other than a corporation, then each member, partner, etc., of Respondent must complete an EDS, as applicable, per the instructions on the EDS form. In addition, any entity that has an interest in Respondent or in one or more of its members, partners, etc., and is required pursuant to the Municipal Purchasing Act for Cities of 500,000 or More Population

(65 ILCS 5/8-10-8.5) or Chapter 2-154 of the Municipal Code of Chicago to provide a disclosure must submit a completed and executed EDS as an “entity holding an interest in an Applicant” as described in the EDS. All affidavits must be notarized. Upon completion of

Online EDS, Respondent shall upload a copy of 2 documents with their Proposal: 1)

Certificate of Filing printed from system and 2) a copy of the executed Attachment A, Online EDS Acknowledgement form.

The Respondent submitting as the prime must submit the above referenced EDS documents with its Proposal. Subcontractors may be asked, at the City’s discretion, to provide an EDS during the evaluation process.

12. Legal Actions

Respondent must provide a listing and a brief description of all material legal actions, together with any fines and penalties, for the past 5 years in which (i) Respondent or any division, subsidiary or parent entity of Respondent, or (ii) any member, partner, etc., of Respondent if

Respondent is a business entity other than a corporation, has been:

a) A debtor in bankruptcy; or

b) A plaintiff or defendant in a legal action for deficient performance under a contract or violation of a statute or related to service reliability; or

c) A Respondent in an administrative action for deficient performance on a project or in violation of a statute or related to service reliability; or

d) A defendant in any criminal action; or

e) A named insured of an insurance policy for which the insured has paid a claim related to deficient performance under a contract or in violation of a statute or related to service reliability; or

f) A principal of a bond for which a surety has provided contract performance or compensation to an obligee of the bond due to deficient performance under a contract or in violation if a statute or related to service reliability; or

g) A defendant or Respondent in a governmental inquiry or action regarding accuracy of preparation of financial statements or disclosure documents.

The City reserves the right to request similar legal action information from Respondent’s team members during the evaluation process.

13. Insurance

Respondent should include a statement that they can comply with the City’s insurance requirements. Prior to contract award, the Selected Respondent will be required to submit evidence of insurance in the amounts specified in the attached Exhibit 6.

Respondent, if selected, shall register with the City’s online insurance certificate portal using the designated email registration link provided in the email Contractor receives from myCOI and as specified in the following MyCOI Registration instructions. Respondent shall provide a current and valid email address for both the contractor and the contractor’s insurance agent or provider, as described in further detail in the following MyCOI Registration instructions.

The Selected Respondent is responsible for ensuring the submission of a certificate of insurance (COI) through the City’s online insurance certificate portal prior to award of a contract.

A Respondent selected for contract negotiation and award who fails to fulfill the requirement to register and submit a COI through the City’s online insurance certificate portal may be deemed nonresponsive and the City may choose to instead engage a different Respondent for contract negotiation. If a Respondent is unable to register and submit the COI through the

City’s online insurance certificate portal and instead submits a printed insurance certificate prior to contract award, the City may accept a paper COI provided that written justification is provided explaining the Respondent’s good faith efforts to comply with the terms of this section and the reasons why the submission could not be completed. Instructions for registering and submitting COIs are available at the following URL:

http://www.cityofchicago.org/COI.

14. Financials

Respondent must provide a copy of its audited financial statements for the last 3 years.

Respondents that are comprised of more than one entity must include financial statements for each entity. Upload into your Proposal one (1) complete copy of the requested financial http://www.cityofchicago.org/COI statements marked and separated by year for the requested period. The City will not accept a web link. Respondents are required to provide required financial statements in sufficient detail for the City to assess its financial condition as part of their proposal submission. The City reserves the right to accept or reject any financial documentation other than the financial statements requested by this section.

If Respondent is unable to provide audited financial statements, state the reasons in your Proposal response and provide financial documentation in sufficient detail to enable the City to assess the financial condition of your company.

Sufficient alternate documentation would be un-audited financial statements from those Respondents not required to have their financial statements audited. At a minimum, included in the financial statements needs to be balance sheets and income statements (or equivalent) for the requested three years. Assets/liabilities and income/ expenses must be presented in adequate detail for the City to assess the financial condition of the Respondent.

15. Disclosure of Conflicts of Interest

The City expects that the Respondent will not have any conflicts of interests (including, but not limited to, any conflicts based on Respondent’s participation in other City contracts). The Respondent, and to the best of its knowledge, its subcontractors if any, shall presently have no interest and will not acquire any interest, direct or indirect, in any enterprise, project or contract which would conflict in any manner or degree with the performance of the work, services or goods to be provided hereunder. Without limiting the foregoing, Respondent shall have no direct or indirect interest in, or be under common control with respect to, any entity that is an applicant with respect to any program for which Respondent is performing services for the City under the Agreement awarded under this RFP. In the performance of the Contract, no person having any such interest will be employed, either by Respondent or any subcontractor, to perform any work or services under the Contract or have access to confidential information. Respondent should include in its Proposal a description of any actual or potential conflicts of interest.

16. Sexual Harassment Policy Affidavit

Respondent shall, as prescribed by the Chief Procurement Officer, attest by affidavit (in the form of the “Sexual Harassment Policy Affidavit” Exhibit 7 attached hereto) that Respondent has a written policy prohibiting sexual harassment that shall include, at a minimum, the following information: (i) the illegality of sexual harassment; (ii) the definition of sexual harassment; and (iii) the legal recourse available for victims of sexual harassment.

17. Exceptions to the Sample Implementor Agreement

Respondent must identify any exceptions or objections it has to the City’s sample Implementation Agreement ("IA"), a copy of which is attached hereto as Exhibit 11.