City of Mableton_RFP 27_05_HRIS.pdf

City of Mableton Human Resources Information System (HRIS)

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Request for Proposal RFP 27-05

Procurement Schedule of Events

Notice to Proposers The following schedule of events is provided for informational purposes only and is subject to change at the sole discretion of the City of Mableton. Respondents shall not contact elected officials, evaluators, or other City personnel regarding this solicitation unless specifically authorized in writing.

Any revisions to this solicitation shall be made by written addendum and posted on the Georgia Procurement Registry (GPR). Final contract award is subject to approval by the Mayor and City Council.

The City of Mableton is seeking proposals from qualified Human Resources Information System (HRIS), Human Capital Management (HCM), payroll, and implementation service providers to furnish, configure, implement, integrate, host, support, and maintain a secure, cloud-based solution for the

RFP Event Information Date Time

RFP Issued 08.24.2026 12:00 PM EST

Questions Due 08.31.2026 12:00 PM EST

Addendum Issued (if any) 09.08.2026 12:00 PM EST

Proposals Due: 09.24.2026 12:00 PM EST

Evaluation Deadline: 10.09.2026 12:00 PM EST

Interviews/BAFO, if requested TBD TBD

Notice of Intent to Award (NOIA) TBD TBD

Mayor Council Consideration TBD TBD

The schedule below establishes the City’s anticipated procurement sequence. The City may revise the schedule by written addendum. Respondents are responsible for monitoring the Georgia Procurement Registry (GPR) for updates.

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City. The selected solution will replace fragmented and manual processes with an integrated system of record for human resources, payroll, time, benefits, talent, and workforce information.

The City intends to acquire a vendor neutral solution that supports approximately 60 employees at implementation and can scale as the municipal workforce and service model evolve. The preferred approach is a unified platform. A best-of-breed or partner solution may be proposed only when one prime contractor accepts responsibility for integration, data migration, implementation, support, maintenance, and end-to-end performance.

At a minimum, the scope includes core HR and employee records; payroll and tax services; employee and manager self-service; mobile access; time and attendance; advanced scheduling; benefits administration and carrier connections; ACA support; recruiting and onboarding; performance, goals, compensation, succession, learning, workforce analytics, reporting, employment and income verification, and related integrations. Employee engagement/collaboration and IT device lifecycle capabilities may be identified as optional modules where separately priced.

The selected provider will lead discovery, configuration, conversion of historical and active data, interface development, security design, testing, training, change management, go-live, hypercare, and ongoing service. The solution must protect confidential employee and payroll data, provide role-based access and auditability, support business continuity and data portability, and comply with applicable accessibility, privacy, employment, payroll, tax, and records requirements.

The City expects a clear implementation plan, measurable acceptance criteria, transparent pricing, defined service levels, responsive account management, and complete documentation. Respondents shall identify all assumptions, dependencies, third-party products, transaction charges, optional features, and services that are not included in the base proposal.

Upon completion, the HRIS will serve as the City's authoritative workforce platform and support accurate payroll, consistent employee lifecycle processes, reliable reporting, employee self-service, compliance administration, and informed workforce decisions. The resulting agreement must provide a sustainable operating model, predictable total cost of ownership, secure access to City data, and an orderly transition path at contract closeout.

Intent to Submit a Proposal Interested firms intending to submit a proposal in response to this Request for Proposals (RFP) shall notify the City of their intent by sending an email to purchasing@mableton.gov. The email shall advise the Procurement Manager of the firm's intent to submit a proposal for this solicitation.

Upon receipt of the notification, the Purchasing Division will acknowledge the firm's intent and provide the official RFP package and any applicable procurement information within twenty-four (24) business hours.

Only firms that have notified the Purchasing Division of their intent to submit a proposal and have received the official solicitation package from the City of Mableton Purchasing Division will be eligible to submit a proposal.

mailto:purchasing@mableton.gov

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Proposal Submission Requirements All proposals and Addendums shall be submitted electronically on a USB flash drive (Jump Drive).

Electronic files must be searchable, unencrypted, and free of password protection. Respondents must also acknowledge all issued addenda in the completed Proposal Letter and Certification. Paper proposals will NOT be accepted. Email submissions will NOT be accepted under any circumstances.

Each USB flash drive shall be enclosed in a sealed package clearly labeled with:

• Firm Name

• Firm Address

• Solicitation Number: (RFP 27-05)

• Project Title: City of Mableton Human Resources Information System (HRIS)

Proposals shall be mailed to:

City of Mableton – Procurement Division Finance Department P.O Box #104 5284 Floyd RD SW Mableton, GA 30126

Proposal Due Date: 09.24.2026 Time: 12:00 PM EST Late proposals will not be accepted. Extensions will not be honored.

Questions Regarding Solicitation To ensure a fair and transparent procurement process, telephone calls regarding this solicitation will not be accepted. All questions, requests for clarification, or interpretation of the solicitation documents must be submitted during the designated Question and Answer (Q&A) period identified in the procurement schedule. Proposers are strongly encouraged to submit all questions during the Q&A period to ensure they have a complete understanding of the City's requirements. Responses to questions, interpretations, clarifications, and any modifications to the solicitation shall be issued only through written addenda.

Addenda: All solicitation updates, clarifications, corrections, and addenda will be posted on the Georgia Procurement Registry (GPR). It is the sole responsibility of each proposer to monitor the Georgia Procurement Registry for updates prior to submitting a proposal.

Proposal Deadline No proposal submission extensions will be granted. Proposers are solely responsible for ensuring their proposal is received by the Purchasing Division prior to the stated deadline.

Business License Requirements Respondents are NOT required to possess a City of Mableton business license at the time of proposal submission. A current business license issued by another municipality, county, or state is acceptable for purposes of submitting a proposal. If awarded a contract, the successful proposer shall comply with all applicable City of Mableton licensing and registration requirements prior to contract execution, if required by law or City ordinance.

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Vendor Registration and Required Documents Prospective vendors are encouraged to review the City's vendor requirements by visiting:

www.mableton.gov. Navigate to: Finance → Procurement → How to Become a Vendor. This webpage provides detailed information regarding the documents and forms that may be required if your firm is selected for award, including, but not limited to:

Vendor Registration Forms W-9 Certificate of Insurance (COI) E-Verify Affidavit (where applicable) O.C.G.A. § 50-36-1 Contractor Affidavit (where applicable) Business License Documentation Other required compliance documents

Submission of these documents is generally required only from the successful proposer(s) prior to contract execution unless otherwise stated in the solicitation.

http://www.mableton.gov/

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PROPOSAL LETTER

We propose to furnish and deliver all the deliverables and services named in the attached Request for Proposal (RFP). The price or prices offered herein shall apply for the period stated in the RFP. We further agree to strictly abide by all the terms and conditions contained in the City of Mableton Vendor Manual as modified by any attached special terms and conditions, all of which are made a part hereof. Any exceptions are noted in writing and included with this bid.

It is understood and agreed that this statement of Proposal and proposal constitutes an offer, which when accepted in writing by the Purchasing Division, City of Mableton, and subject to the terms and conditions of such acceptance, will constitute a valid and binding contract between the undersigned and the City of Mableton.

It is understood and agreed that we have read the City’s specifications shown or referenced in the RFP and that this statement is made by the provisions of such specifications. By our written signature on this proposal, we guarantee and certify that all items included in this statement meet or exceed all such City specifications. We further agree, if you awarded a contract, to deliver goods and services which meet or exceed the specifications.

The City of Mableton reserves the right to reject any or all offers, waive technicalities, and informalities, and to make an award in the best interest of the city.

It is understood and agreed that this statement of Proposal and proposal shall be valid and held open for a period of sixty (60) days from the opening date.

Additionally, the proposer certifies compliance with the applicable provisions of the Official Code of Georgia Annotated (O.C.G.A.) Title 13, which governs public contracts, and Title 50, Chapter 5, which addresses procurement and bidding processes for public entities in the State of Georgia. The proposer acknowledges that any violation of these statutes may result in disqualification from future contracts and potential legal penalties.

Furthermore, the proposer acknowledges compliance with O.C.G.A. § 45-10-20 et seq., which prohibits conflicts of interest in public contracting and ensures that no public officer or employee has a direct financial interest in the contract. The proposer also certifies adherence to Georgia’s Illegal Immigration Reform and Enforcement Act of 2011 (O.C.G.A. § 13-10-91), confirming that the proposer and all subcontractors have registered and participated in the federal E-Verify program to verify employment eligibility.

PROPOSAL SIGNATURE AND CERTIFICATION

(Proposer to sign and return) I certify that this offer is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of the proposal and certify that I am authorized to sign this proposal for the proposer.

I further certify that the provisions of the Official Code of Georgia Annotated, Sections 45-10-20 et seq. have not been violated and will not be violated in any respect throughout the contract.

Authorized Signature Date

Name Company Name Here

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Table of Contents

RFP 27-05 and Procurement Schedule of Events Page 1

Notice to Proposers Page 1

Intent to Submit Proposal Instructions Page 2

Proposal Submission Requirements Page 3

Questions Regarding Solicitation Page 3

Proposal Letter and Certification Page 4

Purpose and Background Page 8

Project Objectives and Guiding Principles Page 10

Scope of Services Page 11

Deliverables and Acceptance Page 21

Project Governance and Responsibilities Page 23

Schedule and Contract Term Page 24

Proposal Submission Requirements Page 25

Evaluation and Selection Page 27

Cost Proposal Page 28

Contractual and Regulatory Requirements Page 29

Reservations, Public Records, and Protests Page 32

Exhibit A - Contractor E-Verify Affidavit Page 35

Exhibit B - Subcontractor E-Verify Affidavit Page 36

Exhibit C - Non-Collusion Affidavit Page 37

Exhibit D - Drug-Free Workplace Certification Page 38

Exhibit E - Cost Schedule / Fees Page 39

Exhibit F - Submission Checklist Page 41

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City of Mableton

Request for Proposal (RFP) 27-05

City of Mableton Human Resources Information System (HRIS)

RFP No. 27-05

Section 1: Purpose and Background

1.1 Purpose

The City of Mableton ("City") invites qualified providers to propose a secure, cloud-based Human Resources Information System (HRIS) and related implementation and ongoing services. The City seeks an integrated platform that improves accuracy, control, transparency, employee service, compliance administration, and workforce reporting while reducing duplicate entry and manual processes.

The selected contractor will furnish all software subscriptions, implementation leadership, configuration, data conversion, integrations, testing, training, documentation, go-live support, service management, maintenance, upgrades, and transition assistance necessary for a complete solution. Requirements stated in this RFP are minimum requirements and do not limit a respondent from proposing additional value when clearly identified and separately priced.

1.2 Organizational Context

The City of Mableton is a recently established municipality and continues to develop municipal operating systems, internal controls, policies, and service-delivery capacity. The HRIS is expected to support approximately 50 employees at implementation and must scale without material redesign as staffing, departments, pay groups, benefit plans, work locations, and service responsibilities change.

The City intends to designate Human Resources, Finance/Payroll, Information Technology, Procurement, department leadership, managers, and employees as key stakeholder groups. The selected contractor shall validate current-state processes, data sources, pay practices, timekeeping rules, security roles, reporting needs, interfaces, retention requirements, and implementation assumptions during discovery.

1.3 Desired Outcomes

One authoritative employee and workforce system of record with controlled, auditable data.

Accurate and timely payroll, tax filing, deductions, garnishments, year-end processing, and general ledger integration.

Consistent employee lifecycle workflows from recruiting and onboarding through development, performance, benefits, and separation.

Convenient employee and manager self-service through accessible web and mobile experiences.

Integrated time, attendance, leave, scheduling, benefits, talent, learning, analytics, document, and verification capabilities.

Secure data exchange, strong access controls, reliable business continuity, responsive support, and complete data portability.

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Transparent implementation governance, objective acceptance criteria, and predictable total cost of ownership.

Section 2: Project Objectives and Guiding Principles

2.1 Objectives

Standardize and automate HR, payroll, time, benefits, talent, and workforce administration processes.

Reduce duplicate data entry and reconcile data through reliable integrations and configurable workflows.

Provide timely operational, financial, compliance, and workforce reports with drill-down and export capability.

Improve employee and manager access to information, requests, approvals, pay statements, tax forms, schedules, learning, and benefits.

Protect confidential workforce data through least privilege access, multifactor authentication, encryption, logging, monitoring, and tested recovery capabilities.

Implement a maintainable solution that City administrators can configure and report from without routine vendor professional services.

Establish measurable service levels, escalation paths, issue ownership, release management, and account management.

2.2 Guiding Principles

Principle Application

Integrated A unified platform is preferred. Where partner products are used, one prime contractor remains accountable for integration, migration, support, maintenance, and performance.

Secure and private Security, confidentiality, legal compliance, auditability, recovery, and data ownership are designed into the solution and operating model.

User-centered Employee, manager, HR, payroll, finance, IT, and leadership workflows are intuitive, accessible, mobile ready, and role appropriate.

Configurable Authorized City administrators can maintain rules, workflows, fields, security, reports, notifications, and content without custom code.

Transparent The proposal identifies inclusions, exclusions, assumptions, third parties, implementation effort, transaction fees, optional costs, and product roadmap status.

Scalable Licensing, data, performance, security, and support accommodate organizational growth and changing municipal needs.

Section 3. Scope of Services

The following scope establishes minimum requirements. Respondents shall provide a complete solution, and a line-by-line required response. Phased or optional approaches must be clearly identified. A unified platform is preferred; a best-of-breed approach is acceptable only when the respondent serves as prime

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3.1 Project Initiation, Discovery, and Management

Conduct a kickoff meeting and structured discovery sessions with Human Resources, Finance/Payroll, Information Technology, Procurement, department representatives, managers, and other City stakeholders.

Prepare a project management plan with governance, roles, decision rights, work breakdown structure, detailed schedule, resource plan, meeting calendar, deliverable review cycle, quality controls, risk/issue/decision logs, escalation procedures, and communication plan.

Document current-state and future-state workflows, functional and technical requirements, configuration decisions, data sources, integrations, security roles, reports, forms, notices, and dependencies.

Maintain a fit-gap matrix identifying whether each requirement is delivered as standard, configured, custom, roadmap, third-party, optional, or not available, together with cost and schedule impacts.

Provide written status reports showing accomplishments, planned work, schedule and budget status, decisions required, risks, issues, dependencies, and mitigation actions.

3.2 Functional Requirements

A. Core HR, Employee Records, and Workflow

Maintain effective-dated employee, position, job, department, supervisor, location, compensation, status, demographic, contact, credential, emergency contact, and employment history records.

Support configurable hire, rehire, transfer, promotion, compensation change, leave, return, separation, and other lifecycle workflows with approvals, notifications, audit history, attachments, and electronic acknowledgments.

Provide organization charts, position and headcount views, employee development tracking, policy acknowledgment, compliance reporting, document storage, retention controls, communication broadcasts, and total rewards statements.

Support configurable fields, forms, business rules, alerts, tasks, templates, mass updates, imports, exports, and role-based dashboards.

Support multilingual user experiences where available and identify any country-specific or multi-currency capabilities and limitations.

B. Payroll, Tax, Wage Payment, and General Ledger

Process regular, supplemental, off-cycle, correction, void, reversal, retroactive, and final payrolls with configurable pay groups, frequencies, earnings, deductions, taxes, benefits, leave, labor allocation, and approval controls.

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Provide gross-to-net calculation, payroll preview and audit, exception reporting, configurable validation, variance analysis, reconciliation, funding reports, direct deposit, paycard support, printed checks or statements when requested, and online pay statements.

Provide federal, state, and local payroll tax calculation, deposit, filing, reconciliation, amendment support, agency notices, new-hire reporting, and year-end W-2 and 1099 processing, with all jurisdictions and transaction charges disclosed.

Administer wage garnishment calculations and payment processing, group-term life calculations, taxable and non-taxable items, expense reimbursement, and other common municipal payroll requirements.

Generate configurable general ledger files and reports with mapping by fund, department, account, project, location, earning, deduction, and other City dimensions; support balancing, control totals, reprocessing, and audit trails.

Provide employees with secure access to pay statements and year-end forms through web and mobile self-service and support paperless delivery where authorized by the City.

C. Employee and Manager Self-Service / Mobile

Allow employees to view and maintain authorized personal, contact, tax withholding, direct deposit, emergency contact, dependent, beneficiary, benefit, document, time, leave, pay, learning, goal, and performance information.

Allow managers to initiate and approve authorized personnel actions, timecards, leave, schedules, goals, reviews, learning, requisitions, offers, and related workflows within their assigned organizational scope.

Provide a responsive web interface and supported mobile application with equivalent security, role enforcement, notifications, accessibility, and auditability.

Provide configurable content, links, news, alerts, recognition, surveys, or employee feedback features and clearly distinguish standard from optional collaboration capabilities.

D. Time, Attendance, Leave, and Advanced Scheduling

Support multiple time-capture methods, including browser, mobile, kiosk, import, and physical device options, with geolocation or biometric features identified separately and subject to City approval.

Apply policy-based rules for hourly and salaried employees, schedules, meal and rest periods, rounding, overtime, premiums, differentials, call-back, comp time, leave, holidays, exceptions, and approvals.

Provide real-time calculations, automated payroll worksheet or payroll transfer, timecard attestations, missing-punch alerts, manager review, correction workflows, audit history, and standard/custom reports.

Support shift creation, assignment, templates, rotation, availability, open shifts, shift swapping, schedule rules, minimum staffing, overtime controls, schedule cost analysis, mobile access, and manager/employee notifications.

Describe time-clock hardware, installation, connectivity, maintenance, replacement, shipping, ownership, subscription, return, and data retention requirements and costs.

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E. Benefits Administration, ACA, and Carrier Connections Configure multiple benefit plan types, eligibility rules, waiting periods, life events, coverage tiers, age-banded and salary-based rates, employer contributions, deductions, dependents, beneficiaries, evidence-of-insurability, notifications, and approvals.

Provide employee new-hire, qualifying-life-event, and open-enrollment experiences with plan comparison and decision-support capabilities; identify accessibility and mobile features.

Support ACA measurement, eligibility, affordability, audit reporting, evidence of benefit offering, and preparation and electronic filing of Forms 1094-C and 1095-C.

Provide carrier enrollment and eligibility connections through secure API, EDI, or other supported methods for new hires, life events, open enrollment, changes, and terminations, together with transmission monitoring, error handling, reconciliation, and ownership.

Provide invoice or premium reconciliation/auditing capabilities and identify supported carrier network, implementation lead times, connection fees, testing, ongoing maintenance, and third-party responsibilities.

F. Recruiting, Talent Acquisition, Onboarding, and I-9

Provide requisition creation, approval, posting, workflow, status, reporting, talent pools, candidate screening, interview scheduling, evaluation, communications by email and text, offer generation, acceptance, and disposition tracking.

Provide a mobile-ready, City-branded career site and identify included job board distribution, job slots, sponsored posting charges, and integration limitations.

Support electronic onboarding packets, forms, policies, tasks, document collection, employee data transfer to core HR/payroll, Form I-9 workflow, E-Verify support where offered, and onboarding progress dashboards.

Identify embedded intelligence, matching, screening, compensation benchmark, geographic benchmark, or generative AI features; disclose their data sources, human oversight, validation, explainability, bias testing, privacy controls, and opt-out capability.

G. Performance, Goals, Compensation, and Succession

Provide configurable review templates, cycles, rating scales, competencies, workflows, reminders, calibration, acknowledgments, continuous feedback, peer/360-degree review, and manager dashboards.

Support employee, team, and organizational goals with alignment, weighting, progress updates, comments, attachments, approval, and reporting.

Provide compensation planning, budgets, guidelines, worksheets, approvals, statements, equity analysis, and audit history; identify whether compensation is standard or optional.

Provide talent profiles, readiness, succession planning, critical-role assessment, development actions, talent pools, and appropriate security for sensitive talent information.

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H. Learning Management

Provide an included or separately priced library of compliance and professional development courses, with course catalog, assignment, enrollment, due dates, reminders, completion, certificates, and reporting.

Allow the City to upload and administer custom and third-party content in common formats, including SCORM, xAPI, video, audio, and PDF, and identify storage or content limits.

Support employee self-enrollment through desktop and mobile, manager assignment, learning paths, instructor-led and virtual sessions, rosters, attendance, waitlists, and evaluation.

Provide dashboards, configurable reports, recurring assignment rules, expiration tracking, and data export for audit and compliance purposes.

I. Analytics, Dashboards, and Reporting

Provide a library of payroll, HR, benefits, time, recruiting, talent, learning, compliance, and operational reports with secure filtering by role and organization.

Allow authorized users to create, schedule, distribute, export, and retain ad hoc reports and dashboards without vendor programming; identify query, calculated field, visualization, and data model capabilities.

Provide preconfigured and configurable key performance indicators, executive dashboards, trend analysis, drill-down, benchmarking where available, and pay equity analytics with documented methods and limitations.

Support secure exports and data feeds to common office, analytics, and archival formats and provide field definitions, data dictionaries, and report lineage.

J. Employment and Income Verification

Support commercial, social-service, workers' compensation, immigration, and other authorized employment or income verification requests, with employee consent and legal requirements applied where appropriate.

Provide electronic reports and administrative tools, dispute/correction processes, audit history, data quality controls, service continuation/termination rules, and a complete schedule of employer, verifier, and employee charges.

Identify all verification agents or subcontractors, data shared, retention practices, post-termination use, consumer-reporting obligations, and City control over participation.

K. Optional Employee Collaboration and IT Lifecycle Management

Separately identify optional interactive news feed, recognition and rewards, surveys, direct/group chat, content moderation, and integrations. Disclose third-party terms, moderation controls, records retention, export, accessibility, and privacy implications.

Separately identify optional capabilities to procure, ship, inventory, assign, reassign, retrieve, support, and retire employee computers or other equipment. Disclose subcontractors, shipping risk, ownership, recovery, security, records, fees, and exit procedures.

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3.3 Technical Architecture, Integrations, and Data

Provide a current solution architecture identifying hosting, tenancy, environments, data locations, major components, integration platform, third parties, dependencies, release model, and product lifecycle.

Support standards-based single sign-on and automated user provisioning where available; identify supported protocols, multifactor authentication, session controls, password standards, and administrative access safeguards.

Provide documented APIs, secure file transfer, webhooks, prebuilt connectors, integration monitoring, retry/error management, reconciliation, encryption, versioning, rate limits, and non-production testing capability.

Integrate with the City's general ledger/financial system, benefits carriers, banking and payment services, tax agencies, identity services, email/collaboration tools, job boards, and other systems identified during discovery.

Provide complete import/export capability, data dictionary, field definitions, metadata, retention configuration, archival method, and City-readable data extracts throughout the contract and at exit.

State all integration, API, marketplace, connection, environment, storage, data egress, and professional service fees, including recurring third-party charges.

3.4 Security, Privacy, Compliance, Accessibility, and Continuity

Maintain documented administrative, technical, and physical safeguards appropriate for payroll, tax, identity, benefit, financial, employment, and other confidential data.

Provide role-based and field-level access where appropriate, least-privilege administration, segregation of duties, multifactor authentication, encryption in transit and at rest, key management, audit logging, monitoring, vulnerability management, secure development, and change control.

Provide current independent assurance reports and certifications appropriate to the service, such as SOC 1 Type II and SOC 2 Type II; identify scope, exceptions, complementary user controls, penetration testing, and remediation practices.

Notify the City promptly of suspected or confirmed security incidents, preserve evidence, cooperate with investigation and notification, provide root-cause and corrective-action reporting, and disclose relevant subcontractor incidents.

Identify all subprocessors, hosting regions, cross-border processing, retention, deletion, backup, recovery, privacy request, legal hold, and data return practices. The City retains ownership of City data.

Provide documented backup, disaster recovery, business continuity, recovery time and recovery point objectives, testing cadence, results, high availability, capacity management, and service restoration priorities.

Public-facing and internal user experiences shall meet applicable accessibility requirements, with VPAT or equivalent documentation provided when available and remediation responsibilities defined.

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Identify all artificial intelligence or automated decision features, training and input data use, data retention, human review, explainability, bias/impact testing, security, intellectual property treatment, and City controls to disable or limit such features.

3.5 Data Conversion, Configuration, Testing, Training, and Go-Live

Inventory source systems and files; define conversion scope, historical periods, data owners, extraction, cleansing, transformation, mapping, validation, reconciliation, mock conversions, defect correction, final cutover, and secure disposition.

Configure approved organizations, positions, jobs, pay groups, earnings, deductions, taxes, benefits, leave, time rules, schedules, workflows, roles, notifications, forms, reports, integrations, and other requirements in controlled environments.

Prepare and execute unit, configuration, integration, conversion, payroll parallel, user acceptance, security, performance, accessibility, failover, and regression testing with traceability to requirements and documented entry/exit criteria.

Perform sufficient parallel payroll cycles to demonstrate accurate gross-to-net, taxes, deductions, benefits, leave, time, general ledger, funding, and year-to-date balances before authorization to go live.

Provide role-based training for project staff, HR, payroll, finance, IT/security, system administrators, managers, employees, and report writers using instructor-led, recorded, job aid, knowledge base, and train-the-trainer methods as approved.

Prepare change, communication, readiness, cutover, rollback, contingency, support, and hypercare plans; obtain written City approval before production go-live.

Provide production stabilization, issue triage, daily or agreed reporting, reconciliation, knowledge transfer, and defined hypercare exit criteria.

3.6 Ongoing Support, Service Levels, and Account Management

Assign an accountable implementation manager and ongoing account/service manager and identify their responsibilities, availability, escalation authority, backup coverage, and maximum client portfolio where relevant.

Provide support channels, hours, severity definitions, response and restoration targets, escalation, status communication, root-cause analysis, knowledge base, release notices, and maintenance windows.

Commit to measurable availability, payroll-critical support, interface monitoring, tax and filing support, service reporting, service credits or remedies, and chronic-issue escalation.

Provide upgrades, regulatory updates, security patches, compatibility, documentation, training, sandbox or test access, release previews, regression support, and advance notice of material product or service changes.

Provide periodic service reviews covering incidents, performance, adoption, roadmap, risks, fees, open commitments, security, compliance, and continuous improvement.

Provide termination and transition assistance, complete data export, configuration and integration documentation, knowledge transfer, reasonable overlap, secure deletion certification, and continued access during the transition period.

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3.7 Requirements Response and Demonstrations

Complete the City's requirements matrix using only the response options specified by the City and explain every partial, roadmap, third-party, custom, or optional response.

Identify whether each capability is included in the proposed price, requires configuration or services, carries a transaction or connection fee, or is subject to separate third-party terms.

Participate in scripted demonstrations using the proposed production software and proposed integrations or clearly labeled simulations. Marketing-only demonstrations may be deemed nonresponsive.

Provide requested follow-up evidence, sample reports, security documentation, service reports, implementation work products, and clarification responses within the City's stated timeframe.

4. Deliverables and Acceptance

4.1 Minimum Deliverables

Deliverable Minimum Content Required Format

Project Management Plan Governance, roles, schedule, resources, meetings, QA/QC, risks, issues, decisions, communications, and reporting.

Searchable PDF and editable source

Requirements / Fit-Gap Workbook

Validated requirements, disposition, configuration, gaps, third parties, assumptions, costs, and traceability. Excel and searchable PDF

Solution and Configuration Design

Future-state processes, configuration, security roles, reports, forms, integrations, environments, and decisions.

Searchable PDF and editable source

Data Conversion Package Inventory, mappings, cleansing, mock loads, reconciliation, final conversion, exceptions, sign-offs, and disposition.

Excel/data files and searchable PDF

Integration and Security Design Interfaces, specifications, controls, monitoring, data flows, SSO/provisioning, subprocessors, continuity, and support ownership.

Searchable PDF and editable diagrams/source

Test Plan and Results Traceable test cases, payroll parallels, defects, evidence, reconciliation, security/accessibility results, and acceptance recommendation.

Searchable PDF and editable tracker

Training and Change Package Role-based curriculum, guides, recordings, job aids, administrator procedures, communications, and attendance/completion.

Accessible electronic and editable source

Cutover, Go-Live, and Hypercare Plan

Readiness, cutover, rollback, contingency, support, reconciliation, issue management, and stabilization exit criteria.

Searchable PDF and editable tracker

Production Solution and Documentation

Configured production system, integrations, reports, roles, workflows, technical/admin manuals, data dictionary, and support procedures.

Production access plus editable documentation

Closeout and Transition Package Open-item disposition, knowledge transfer, final inventory, credentials/control handoff, data export, deletion/retention, and lessons learned.

Searchable PDF, editable files, and machine-readable data

4.2 Review and Acceptance Procedure

The contractor shall submit complete deliverables after internal quality control and shall identify the requirements and acceptance criteria addressed.

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The City will provide consolidated comments when practicable. The contractor shall maintain a response matrix and correct omissions, defects, unsupported claims, and nonconforming work without additional charge when within the approved scope.

Acceptance requires written confirmation by the City's authorized project manager. Meeting attendance, system access, invoice payment, partial use, or failure to immediately identify a defect does not constitute acceptance.

The City may withhold milestone approval or go-live authorization until critical defects are resolved, conversion and payroll results reconcile, security and access controls are approved, required documentation is complete, and readiness criteria are met.

Acceptance does not waive latent defects, warranty obligations, data correction, tax or payroll remediation, security responsibilities, service levels, or other contractual remedies.

4.3 Deliverable Standards

Use plain language, consistent terminology, version control, approval status, complete references, documented assumptions, and a clear revision history.

Digital documents shall be searchable and accessible, with headings, reading order, alt text, meaningful links, sufficient contrast, and usable tables.

Provide editable native files without passwords, complete data dictionaries and field definitions, and machine-readable exports in City-approved formats.

Do not include third-party restrictions that prevent the City from using, maintaining, reproducing, modifying, or disclosing project-specific work products for governmental purposes, subject to lawful confidentiality.

5. Project Governance and Responsibilities

5.1 Contractor Responsibilities

Designate qualified project, functional, payroll, benefits, time, integration, data, security, testing, training, and support resources with authority and availability appropriate to the work.

Coordinate all subcontractors and third parties and remain accountable for their performance, security, schedules, deliverables, fees, and issue resolution.

Maintain plans, agendas, minutes, action items, decisions, risks, issues, requirements, defects, configuration, and deliverable status in an organized project repository.

Validate information and promptly disclose scope gaps, product limitations, roadmap dependencies, resource constraints, schedule or cost risk, security concerns, and material changes.

Protect City data, use it only to perform authorized services, and obtain City approval before production access, material data movement, or release of City-facing communications.

5.2 City Responsibilities

Designate a project manager, executive sponsor, subject matter experts, decision makers, and technical/security contacts.

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Provide available policies, calendars, data, file layouts, reports, interfaces, forms, plans, contacts, and background information without warranting completeness or accuracy.

Provide timely access to stakeholders, source-system representatives, banking and carrier contacts, identity and financial system teams, and approved testing participants.

Review deliverables, consolidate comments, make decisions, complete assigned data validation and testing, and approve communications and go-live readiness.

Process accepted invoices in accordance with the executed agreement and applicable City procedures.

5.3 Governance and Decision Rights

The kickoff meeting will establish governance, approval authority, escalation, change control, security review, project reporting, and communication protocols. Only the City's authorized contracting representative may approve a change in scope, price, term, or contractual obligation. Product demonstrations, email discussions, project meetings, work requests, or informal direction do not amend the contract.

6. Schedule and Contract Term

6.1 Anticipated Implementation

The City expects respondents to propose a realistic implementation and go-live schedule based on the scope, staffing, integrations, data quality, payroll calendar, benefits calendar, testing, training, and required City approvals. The schedule shall identify the critical path, City effort, contractor effort, dependencies, freeze periods, decision dates, contingency, and assumptions. The final implementation period will be established in the executed agreement.

6.2 Minimum Milestones

Milestone Target from Notice to Proceed

Kickoff and project management plan Within 10 business days

Discovery and validated requirements Respondent to propose

Solution/configuration design approval Respondent to propose

Mock data conversions and integration testing Respondent to propose

Payroll parallel and user acceptance testing Respondent to propose

Training, cutover, and readiness approval Respondent to propose

Production go-live Respondent to propose

Hypercare exit and project closeout Respondent to propose

6.3 Contract Term

The initial subscription and services term and any renewal options will be completed by the City before issuance or established through the final solicitation and executed agreement. Pricing shall clearly identify each contract year, renewal assumptions, unit rates, annual increases, minimum commitments, and all

P a g e 18 | 32 one-time, recurring, transactional, optional, and exit costs. Continuation is subject to lawful appropriation and authorized execution; the City makes no guarantee of renewal.

7. Proposal Submission Requirements

7.1 General Instructions

Submit a complete, concise, and responsive proposal in the order listed below. Cross-reference attachments rather than requiring evaluators to infer compliance from marketing material.

Use the legal name of the proposed prime contractor consistently and identify every subcontractor, partner product, hosting provider, verification agent, payment provider, carrier connector, or other material third party.

Clearly identify confidential or proprietary material. Blanket designations are discouraged and do not control the City's obligations under the Georgia Open Records Act.

Proposals shall remain valid for at least 60 calendar days after the due date unless the final solicitation states a different period.

The requirements response, pricing workbook, and requested forms must not be password protected and must remain searchable and machine readable.

7.2 Required Proposal Organization

Section Required Content

1. Proposal Letter and Certification Signed by an authorized representative; acknowledge addenda; identify legal entity, prime contractor, and primary contact.

2. Executive Summary and Project Understanding

Describe the City's objectives, key risks, proposed solution, implementation strategy, differentiators, and major assumptions.

3. Vendor, Team, and Subcontractor Qualifications

History, ownership, financial/operational capacity, organization chart, key personnel, availability, locations, partners, and subcontractors.

4. Proposed Solution and Requirements Matrix

Architecture, modules, editions, licensing, environments, functional response, standard/configured/custom/roadmap/third-party status, and gaps.

5. Technical, Integration, Security, Privacy, and Continuity

Hosting, data flows, APIs, SSO, controls, assurance reports, subprocessors, accessibility, AI, incident response, backup, DR, and exit.

6. Implementation, Conversion, Testing, Training, and Change

Methods, work plan, staffing, City effort, conversion, integrations, payroll parallels, acceptance, training, cutover, contingency, and hypercare.

7. Support, Service Levels, and Account Management

Support model, hours, severity, response/restoration, availability, payroll-critical support, releases, service reporting, escalation, and remedies.

8. Demonstration and Evidence Acceptance of the City's scripted demonstration process; sample work products, reports, implementation artifacts, and requested product/security evidence.

9. Experience and References At least three comparable public-sector or similarly complex implementations, with scope, dates, users, modules, outcomes, challenges, and current contacts.

10. Cost Proposal and Total Cost of Ownership

Completed cost schedule with implementation, subscriptions, transactions, hardware, integrations, third parties, options, rates, increases, assumptions, and multi-year TCO.

11. Exceptions, Conflicts, and Litigation Requested exceptions, conflicts of interest, claims/litigation material to performance, excluded services, and deviations from requirements.

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Section Required Content

12. Required Forms and Disclosures Signed certifications, addenda, affidavits, E-Verify documentation, W-9/business license information when required, and all disclosures requested by the City.

7.3 Requirements Matrix Instructions

For each requirement, respondents shall select only one City defined response: Comply - Standard; Comply

- Configuration; Partial; Custom/Professional Services; Roadmap; Third Party; Optional; or Not Available.

Each response shall state the proposed module, edition, method, limitation, implementation effort, release availability, third party, and one-time or recurring cost. Unsupported checkmarks or blanket compliance statements may receive no credit.

8. Evaluation and Selection

8.1 Evaluation Criteria

Evaluation Criterion Maximum Points

Functional solution fit and requirements response 25

Implementation, data conversion, testing, training, and change approach 15

Technical architecture, integrations, security, privacy, accessibility, and continuity 15

User experience, self-service, mobile, reporting, and analytics 10

Vendor/team qualifications, comparable experience, and references 10

Support, service levels, account management, and product roadmap 10

Demonstration, clarification, and evidence 5

Cost proposal and total cost of ownership 10

TOTAL POSSIBLE SCORE: 100

8.2 Evaluation Process and Demonstrations

The City will review proposals for responsiveness and responsibility. Late, materially incomplete, conditioned, unsigned, misleading, or otherwise non-responsive submissions may be rejected.

An evaluation committee may independently score responsive proposals, develop a consensus ranking, conduct reference and financial responsibility checks, request clarifications, validate requirements responses, and review security or technical evidence.

The City may invite one or more respondents to scripted demonstrations, interviews, discovery workshops, presentations, proof-of-concept activities, or best and final offers. The City may rescore affected criteria based on the information presented.

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The City may negotiate scope, staffing, schedule, implementation, price, service levels, data/security terms, and contract language with the highest-ranked respondent and may discontinue negotiations and proceed to another respondent if agreement is not reached.

Selection or notice of intended award does not create a contract. Work may begin only after all required approvals, executed agreement, insurance and compliance review, system/security approvals, and written notice to proceed.

8.3 Best Value

Award, if made, will be to the responsible and responsive respondent whose proposal is determined to provide the best value to the City under the published criteria. Lowest price will not necessarily receive the award. The City may consider completeness, price realism, lifecycle cost, implementation risk, City resource demand, data and integration risk, security, service quality, contractual risk, and demonstrated performance.

9. Cost Proposal

9.1 Pricing Instructions

Complete Exhibit E and provide a detailed pricing workbook that reconciles to the exhibit. Prices shall be firm for the stated period and identify assumptions, units, quantities, minimums, tiers, and annual increases.

Price all one-time implementation, project management, discovery, configuration, data conversion, integrations, testing, training, travel, hardware, shipping, cutover, hypercare, documentation, and transition services.

Price all recurring subscriptions, support, environments, storage, carrier connections, APIs, SSO/provisioning, reporting, content, account management, maintenance, and third-party products.

Price all transactional and usage fees, including payroll processing, employee/position charges, year-end forms, additional jurisdictions, payments, checks/statements, courier delivery, employment verification, job posting, carrier, messaging, hardware, data egress, and other applicable charges.

Identify optional modules and services separately. The City is not obligated to purchase any option.

Do not use an unpriced optional item to satisfy a mandatory requirement.

Provide fully burdened hourly rates…