Decatur_HRIS_RFP_Final_8_3_2027_.pdf

City of Decatur, Georgia | Request for Proposals: Human Resources Information System (HRIS)

REQUEST FOR PROPOSALS

CITY OF DECATUR, GEORGIA

Human Resources Information System (HRIS)

Date: August 3, 2026

CONTENTS

• Invitation

• Schedule (Subject to Change)

• Introduction

• Scope of Work

• Instructions

• Questions / Addenda

• Evaluation Criteria

• Bid Forms – Vendor Information and Response Form o Equal Employment Opportunity (EEO) o Non-Collusion Affidavit of Prime Bidder Form o References Form o Bidder and Sub-Bidder Evidence of Compliance Form o Prime Bidder's Work Authorization Certification Form o E-Verify and SAVE Forms

• Appendix A – Professional Services Agreement

INVITATION

The City of Decatur, Georgia will receive sealed proposals from qualified Proposers in the City Manager's Office, 509 North McDonough Street, Decatur, Georgia 30030 until 4:00 p.m. on September 3, 2026. The City is seeking a Human Resources Information System (HRIS) to be implemented across all city departments and employee groups.

The term of Agreement(s) resulting from this solicitation can be found in the Statement of Work.

All times in the solicitation are local times to City of Decatur, 509 North McDonough St., Decatur, GA 30030. This Request for Proposals is one of two documents making up this solicitation. The second document is City of Decatur Standard Professional Services Agreement, which contains all the standard forms potentially required to accompany a submission. Both documents together constitute the entire RFP at the time of issuance.

Submittal of a proposal indicates acceptance of the conditions contained in the RFP. The City of Decatur reserves the right to retain all proposals submitted. All proposals are public records to the extent required by the Georgia Open Records Act. The City of Decatur reserves the right to accept or reject any or all proposals, to waive informalities, to negotiate changes in the scope of work or services to be provided and to otherwise waive any technicalities. Such an award, if any, is expected to be made within sixty (60) days from the proposal opening.

The proposal package for the Human Resources Information System for the City of Decatur is available online at no charge at www.decaturga.com/requestforproposals. For additional information, contact Santana Dawson, Compensation and Benefits Manager, by phone at 678-553-6500 or email at santana.dawson@decaturga.com.

SCHEDULE (SUBJECT TO CHANGE)

Milestone Date

RFP Issued August 3, 2026

Pre-bid Meeting (optional – virtual and in-person) August 12, 2026 @ 3:00 p.m.

Questions Due August 19, 2026

Answers / Addenda Issued August 22, 2026

Proposals Due September 3, 2026 @ 4:00 p.m.

Shortlisted Firms Contacted September 12, 2026

Vendor Demonstrations / Interviews September 29–October 2, 2026

Anticipated Award Date October 19, 2026

Implementation Kickoff (estimated) January 2027

INTRODUCTION

The City of Decatur is soliciting proposals from qualified software suppliers and firms for the procurement, implementation, and ongoing support of a Human Resources Information System (HRIS).

The City of Decatur straddles the line between small town and bustling city. Located six miles east of downtown Atlanta, Decatur serves as the seat of DeKalb County and is one of the most densely populated areas in the state of Georgia, with over 25,000 residents in a 4.7 square mile tract. The City employs approximately 240 full-time employees across seven departments: Police, Fire, Public Works, Community and Economic Development (CED), Parks & Recreation, Administrative Services, and the City Manager's Office (CMO).

The City of Decatur currently uses ADP Workforce Now for its human resources information system (HRIS) and timekeeping functions. In May 2026, the City conducted a comprehensive stakeholder discovery process to assess how its people systems are serving the organization today and what they will need to support going forward.

That process surfaced a clear and shared set of priorities: more integrated workflows, stronger self-service capabilities, better reporting and analytics, and a platform positioned to grow with the City's evolving operational and workforce needs. This RFP is the City's effort to align its HRIS and timekeeping environment with those priorities and to evaluate the full range of solutions available in a maturing market.

Key limitations identified include:

• Inability to auto-calculate FLSA overtime for Fire Department personnel operating under the 7(k) exemption

• No automated comp time accrual or payout cycle for Police

• Absence of electronic leave request and approval workflows — all leave managed via paper or email

• No electronic status change workflow — paper routed from office to office

• No performance management module

• Inconsistent and unreliable mobile application performance

• Reporting that requires HR or vendor assistance for basic data retrieval

• High manual burden on payroll staff each pay period

The City seeks a modern, comprehensive HRIS platform that will serve its workforce for the long term.

The objective is to increase operational efficiency, reduce paper-based processes, improve data accuracy, and provide employees and managers with meaningful self-service capability across all departments.

The City is seeking an HRIS solution that provides, at minimum, the following functional areas:

• Core HR and Employee Records

• Timekeeping and Attendance — including complex scheduling for Fire (56-hour shifts, FLSA 28-day period) and Police (comp time, special pay codes)

• Payroll Processing or integration with payroll processor

• Leave Management with electronic workflow

• Recruiting and Applicant Tracking

• Onboarding

• Performance Management

• Benefits Administration and Open Enrollment

• Reporting and Analytics

• Learning Management System (LMS)

• Employee and Manager Self-Service

• Mobile Application

The software must be user-friendly for employees to navigate on field devices such as smartphones and tablets without sacrificing critical data entry and access features. It is also imperative that the HRIS be able to integrate with the City's existing systems, including Microsoft Dynamics GP (or its successor, given GP end-of-life in 2027) and PowerDMS.

Respondent vendors must demonstrate the technical, managerial, and organizational capabilities to provide:

• Assistance in initial data collection, migration, and entry

• Full implementation of the software including compatibility with existing City hardware

• Comprehensive training and reference materials for all user types

• A dedicated account representative and timely ongoing technical support

SCOPE OF WORK

The core elements of the desired system involve managing the full employee lifecycle — from recruiting and onboarding through timekeeping, payroll, performance management, and benefits — in a single integrated platform. The system must accommodate the distinct operational needs of all seven City departments, with particular complexity in the Fire and Police Departments.

Timekeeping and Attendance The City's timekeeping needs span a wide range of operational contexts. Public Works employees work across multiple locations; Fire personnel operate on 56-hour shift schedules under FLSA Section 7(k);

Police personnel accrue comp time under a 28-day cycle with multiple pay code distinctions; Parks & Recreation maintains seasonal and temporary staff; and general staff are salaried employees requiring exception-based entry.

The selected system must support multiple clock-in methods including mobile app, web browser, physical time clock, and phone call-in. Geo-tracking or geo-fencing for field workers is required. The system must enforce configurable pay code constraints so that only applicable codes are available to each employee class, preventing unauthorized entries. Automated notifications for time entry, balance alerts, and paycheck preview are expected.

Fire Department & FLSA Compliance The Fire Department operates on a 56-hour weekly shift schedule under the FLSA 7(k) exemption with a 28-day work period. Currently, staff must manually run a report, export to Excel, and apply FLSA adjustments each pay cycle. Auto-calculation of FLSA for Fire personnel — including isolation of Fire-only data in reports — is a mandatory requirement. The system must also support a shift scheduling calendar with light duty tracking, promotional timelines, and multi-captain access to all firefighter timecards.

Police Department & Comp Time Police Department comp time accrual, tracking, and 28-day payout is currently entirely manual. The system must automate the full comp time cycle. Pay rules include: base threshold of 85.75 hours per period; hours above 11 paid out at 1.5x; detective roll call and lunch differentials; emergency staffing and special event pay; and CSD (school-funded) event pay tracked separately. Supervisor permissions must be constrained to acceptable choices per employee class to reduce error. Integration with PowerDMS for state certification tracking is required.

Leave Management All leave requests are currently managed via paper or email with no audit trail. The system must provide a fully electronic leave request and approval workflow with configurable approval chains, automated escalation, and complete audit trail. A calendar view of team time-off visible to supervisors is required. All leave types must be supported: vacation, sick, comp taken, FMLA, light duty, workers comp, and training leave.

Recruiting and Onboarding The City requires a full applicant tracking system supporting job posting, screening, interview scheduling, and offer letter generation within the platform. Position control is critical: the system must support evergreen requisitions, track filled vs. vacant positions, and enable time-to-fill calculation. Application data must pull forward to onboarding with a single action. The onboarding checklist must be built into the system with electronic signatures, background check integration, and auto-population of employee record fields from application data.

Performance Management Performance management is not supported in current solution, and is a near-universal request across all departments. The system must support the full review cycle including self-evaluation, supervisor evaluation, and documentation — with automated reminders, configurable workflows, position-specific forms linked to POSTION DESCRIPTION QUESTIONNAIRE data, and a complete audit trail with version history. PIP tracking, goal carry-forward, and HR approval prior to employee notification are also required.

HR Workflows, Status Changes & Records Status changes currently require paper routed from office to office, a process that can take months and frequently returns with undetected errors. The system must provide fully electronic status change workflows with multi-level approval, system-enforced validation to catch errors before finalization, and automated reminders to approvers. All employee records — including FMLA, workers comp, certifications, and personnel documents — must be maintained electronically with open records retrieval capability.

Benefits Administration The City has five active data bridges to insurance carriers through its current HRIS. Open enrollment must be fully digital. Employees must be able to view benefits selections and access insurance card information through self-service. The system must maintain or exceed the City's current carrier integration capability.

Reporting and Analytics Reporting is a significant pain point across the City. Department leaders want to run their own reports without routing requests through HR or calling the vendor. The system must provide a library of standard reports as well as a custom report builder accessible to HR administrators and department managers without vendor assistance. Reports must be saveable, schedulable, and shareable. A real-time HR dashboard with snapshot views of open requisitions, onboarding status, and pending items is required.

Learning Management System (LMS) Multiple departments identified LMS capability as a priority. The system must provide or seamlessly integrate with an LMS that supports self-paced training with quizzes, event registration for instructor-led sessions, completion certificates, certification tracking with expiration alerts, and both pre-loaded and City-created custom content.

System Summary Supporting all the above functionalities should be a comprehensive, cloud-based solution. The City will not consider systems that require local server installation. A streamlined user interface is required, with Single Sign-On (SSO) capability preferred. The system must support role-based permissions with the ability to grant temporary or restricted access to external parties such as contractors or auditors.

The City strongly prefers a single vendor capable of providing the system, implementation, integration development, and ongoing customer support. Dedicated account management is a non-negotiable requirement.. The selected vendor must assign a named account representative for the duration of the contract with guaranteed response times for critical issues.

The City intends to use the selected vendor's standard form of agreement, subject to modification by City staff and City legal counsel. The City prefers a 3-year initial contract with optional renewal years.

INSTRUCTIONS

Intent: It is intended that these Instructions and the Specifications shall define and describe the complete services to be provided.

Examination: Proposers are advised to examine all documents and current descriptions of the services to become fully informed as to their conditions. Failure to examine these areas will not relieve the Proposer of its obligation to furnish all products and services necessary to carry out the provisions of the agreement.

Selection of HRIS: The agreement will be awarded to the Proposer(s) that in the City's opinion is the most responsive and responsible according to the criteria provided in the Evaluation Criteria section of this

RFP.

Responsiveness: The City will consider the degree to which each Proposer has submitted a complete proposal without irregularities, exclusions, special conditions, or alternative proposals for any item unless specifically requested in the RFP.

Submission of Proposals: It is the Proposer's responsibility to have its sealed proposal at the City Manager’s Office by 4:00 ap.m. on September 3, 2026. Proposals received after the deadline will remain unopened and will not be considered.

City Manager’s Office | City of Decatur | 509 North McDonough Street, 2nd Floor | Decatur, Georgia 30030 | Request for Proposals: Human Resources Information System (HRIS) Copies: An original and six (6) copies of the proposal shall be submitted.

Examination of Site and Contract Documents:

• Proposers shall inform themselves of all conditions under which the work is to be performed and all other relevant matters concerning the work to be performed.

• A Proposer to whom an agreement is awarded will not be allowed any extra compensation by reason of any matters concerning which the Proposer did not inform themselves prior to proposing.

• Before submitting a proposal, each Proposer shall examine carefully all Proposal Documents including Instructions to Proposers, Non-Collusion Affidavit, General Conditions, Special Conditions, the Form of Agreement and all Addenda thereto.

• Each proposer is expected to base their proposal on materials complying fully with the Proposal Specifications.

QUESTIONS / ADDENDA

If any person contemplating submitting a proposal on this project is in doubt as to the true meaning of any part of the Contract Specifications or other Sections of the Contract Documents, they may submit to the Owner a written request for an interpretation. The person submitting the request will be responsible for its prompt delivery. Any interpretation of the Contract Documents will be made only by addendum duly issued by the Owner to each person receiving a set of such documents. The Owner will not be responsible for any other explanations or interpretations.

Any questions regarding bids and/or misunderstandings should be submitted via email to Santana Dawson, HR Generalist, at santana.dawson@decaturga.com, no later than August 19, 2026.

EVALUATION CRITERIA

Proposals determined to be Responsive and Responsible will be evaluated on the following criteria:

Criterion Weight

Ability to Meet Objectives and Requirements of the City 30%

Ease of Use (employees, supervisors, and HR administrators) 25%

Customer Support Model (dedicated account rep, escalation, implementation) 20%

Interfaces and Integrations (payroll system, PowerDMS, benefits carriers) 15%

Price 10%

TOTAL 100%

The City will shortlist the highest scoring firms to conduct product demonstrations, from which finalists will be ranked. Demonstrations will be held at City of Decatur facilities and will include participation from HR staff, department supervisors, and the RFP committee. Each user group will have the ability to score during the demonstration process.

The City reserves the right to reject any or all proposals, to waive technicalities, and to make a final award as deemed to be in the best interest of the City.

BID FORMS

Vendor Information and Response Form

* All questions marked with an asterisk are required. Proposals with Must-Have requirements left unanswered may be disqualified at the City's discretion.

Vendors shall respond to capability questions using the following response codes where applicable:

Code Label Definition

S Standard Fully available in the current production release with no customization required.

C Configurable Available through configuration or setup within the standard product.

3 Third-Party Available through a supported integration with a named third-party product.

F Future On the vendor's confirmed development roadmap — provide estimated availability date.

N Not Available Not available and not planned.

1. SOLUTION OVERVIEW

1.1. Please provide a Solution Narrative describing your proposed solution and how it fits the City of Decatur's needs. *

Describe how your system addresses the City's primary operational contexts: Fire FLSA 7(k) compliance, Police comp time automation, multi-method timekeeping for field staff, electronic HR workflows, and a complete self-service experience for approximately 240 employees across seven departments.

Maximum response length: 1000 characters

*Response required

1.2. Please confirm that your proposal covers all components of the desired system. * ☐ Core HR / Employee Records ☐ Timekeeping and Attendance (including FLSA and comp time complexity) ☐ Payroll Processing or integration ☐ Leave Management with electronic workflow ☐ Recruiting and Applicant Tracking ☐ Onboarding ☐ Performance Management ☐ Benefits Administration and Open Enrollment ☐ Reporting and Analytics ☐ Learning Management System (LMS) ☐ Employee and Manager Self-Service ☐ Mobile Application

1.3. Is your solution cloud-based? *

The City will not consider systems requiring local server installation.

☐ Yes ☐ No

*Response required

1.4. Can administrators configure role-based permissions and set restrictions on the purview of select user accounts? *

Describe how view/edit access, department scope, and temporary contractor access can be controlled.

☐ Yes ☐ No

*Response required

1.5. Does your solution support Single Sign-On (SSO)? *

☐ Yes ☐ No

*Response required

1.6. Security of Data: Please provide information around the security and storage of data, including evidence of the following minimum requirements. *

☐ All data stored within the United States ☐ All data encrypted in transit and at rest ☐ Daily backups retained for a minimum of two weeks ☐ SOC 2 Type II certification or equivalent

1A. INFORMATION SECURITY, PERSONALLY IDENTIFIABLE INFORMATION (PII),

AND MULTI-FACTOR AUTHENTICATION

The City of Decatur handles sensitive personnel data for approximately 240 employees, including Social Security numbers, financial account information, medical and leave records, compensation history, and other Personally Identifiable Information (PII). Vendors must demonstrate robust security practices that meet or exceed industry standards for protecting this data. This section contains mandatory requirements.

1A.1. Personally Identifiable Information (PII) — Data Classification and Handling * Describe how your system classifies, stores, and restricts access to PII, including Social Security numbers, financial account data (direct deposit), medical/leave records, and compensation information.

Maximum response length: 750 characters

1A.2. Does your system enforce role-based access controls that limit employee exposure to PII to only what is required for their role? *

For example, a supervisor should not be able to view the SSN or direct deposit details of their direct reports.

☐ Yes

☐ No *Response required

1A.3. Does your system provide a complete audit trail of all access to, and modifications of, PII and sensitive employee records? *

Include whether audit logs are tamper-evident and retained for a minimum of three years.

☐ Yes

Maximum response length: 500 characters

1A.4. Does your system support data masking or redaction of sensitive fields (e.g., SSN displayed as XXX-XX-####) for non-authorized users? *

☐ Yes ☐ No

*Response required

1A.5. How does your organization respond to a data breach or unauthorized access event involving City employee PII? *

Include notification timelines, incident response procedures, and contractual commitments to notify the City.

1A.6. Does your organization maintain a formal, documented Information Security Policy? * ☐ Yes ☐ No If yes, please be prepared to provide a copy upon request.

*Response required

1A.7. Please describe your data retention and secure deletion practices. * Upon contract termination, how is the City's data returned and/or securely destroyed? Describe the timeline and method.

1A.8. Does your system comply with the following? * ☐ NIST Cybersecurity Framework (or equivalent) ☐ CJIS Security Policy (required for Police Department data) ☐ HIPAA-compliant handling of medical/leave records ☐ Georgia Data Privacy Act or applicable state data protection requirements

Vendors handling Criminal Justice Information (CJI) on behalf of the Police Department must be able to demonstrate CJIS compliance. Describe your approach.

1A.9. Multi-Factor Authentication (MFA) — Does your system require multi-factor authentication for all user logins? *

☐ Yes — MFA required for all users by default ☐ Yes — MFA available and configurable by administrator ☐ No — MFA not currently supported

*Response required

1A.10. What MFA methods does your system support? * ☐ Authenticator app (e.g., Google Authenticator, Microsoft Authenticator) ☐ SMS / text message one-time passcode ☐ Email one-time passcode ☐ Hardware security key (e.g., FIDO2 / WebAuthn) ☐ Biometric authentication

*Response required

1A.11. Can MFA requirements be enforced differently by user role (e.g., required for all HR administrators and payroll staff, optional for general employees)? *

☐ Yes ☐ No

*Response required

1A.12. Does your system integrate with or support enterprise identity providers for SSO and MFA enforcement (e.g., Microsoft Entra ID / Azure AD, Okta)? *

☐ Yes ☐ No If yes, please name supported providers and describe the integration.

Maximum response length: 350 characters

1A.13. Does your system conduct regular third-party penetration testing? * ☐ Yes — annually or more frequently ☐ Yes — less than annually ☐ No If yes, are results available to clients upon request under NDA?

☐ Yes ☐ No

*Response required

1A.14. Please describe any known security incidents involving client data in the past three years. * Include nature of the incident, scope, remediation steps taken, and whether affected clients were notified.

2. TIMEKEEPING AND ATTENDANCE

2.1. Please include representative screenshots of your Timekeeping and Attendance user interface. * *Response required

2.2. What time entry methods does your system support? *

☐ Mobile app (iOS and Android) ☐ Web browser ☐ Physical time clock ☐ Phone call-in / IVR ☐ Geo-fencing / geo-tracking for mobile clock-in

*Response required

2.3. Can supervisors enter time on behalf of their team members, with a complete audit trail of all entries and edits? *

Required for Fire Department captains entering time for their crews.

☐ Yes ☐ No

*Response required

2.4. Does your system support multiple supervisors having simultaneous access to the same employee group's timecards? *

Required for Fire — all captains must access all firefighter timecards; and for Police supervisory chain.

☐ Yes ☐ No

*Response required

2.5. Can your system auto-populate timecards based on pre-assigned shift schedules, with the ability for supervisors to override individual instances? *

☐ Yes ☐ No

*Response required

2.6. Does your system support a configurable grace period for clock-in/clock-out (e.g., ±6 minutes rounds to scheduled time)? *

☐ Yes ☐ No

*Response required

2.7. Can your system restrict available pay codes by employee class or role? * Required to prevent employees from selecting inapplicable codes and to prevent unauthorized pay rate entries.

☐ Yes ☐ No

*Response required

2.8. Does your system send automated notifications to employees for: time entry confirmation, changes made to their timecard, leave balance alerts, and paycheck preview prior to deposit? *

2.9. Can your system alert supervisors when an employee is approaching overtime threshold? * ☐ Yes ☐ No

*Response required

2.10. Does your system support full audit trail for all timecard entries, edits, and approvals? * ☐ Yes ☐ No

*Response required

2.11. Please describe your system's alerting and notification capabilities for timekeeping. * How can these be customized by department or user class?

3. FIRE DEPARTMENT & FLSA-SPECIFIC REQUIREMENTS

The Fire Department operates under FLSA Section 7(k) with a 28-day work period and a 207-hour overtime threshold. This section contains mandatory requirements. Proposals that cannot confirm Section 3 capabilities will be scored accordingly.

3.1. Does your system auto-calculate FLSA overtime for Fire Department personnel operating under the Section 7(k) exemption, based on a 28-day work period? *

This is a Must-Have requirement.

☐ Yes ☐ No

*Response required

3.2. If yes, please describe your system's FLSA 7(k) calculation methodology.

How does the system apply adjustments each pay cycle without requiring manual report export and manipulation?

3.3. Does your system support the 56-hour weekly shift schedule for Fire, distinct from a standard 40-hour schedule? *

☐ Yes ☐ No

*Response required

3.4. Can your system generate department-isolated leave and FLSA reports for Fire only, without manual filtering of city-wide data? *

Current solution requires scrolling through all city employees to isolate Fire data.

☐ Yes ☐ No

*Response required

3.5. Does your system support a shift scheduling calendar that tracks: shift assignment dates, transitions between 40-hour and 56-hour schedules, light duty assignments, promotional timeline milestones, and employee anniversary dates? *

☐ Yes ☐ No

*Response required

3.6. Can employees be assigned to a shift without requiring prior assignment to a specific supervisor/captain? *

Current solution requires captain assignment before shift assignment, which creates workflow bottlenecks.

☐ Yes ☐ No

*Response required

3.7. Does your system support distinct pay rules for emergency staffing (time and a half) differentiated from standard overtime? *

4. POLICE DEPARTMENT & COMP TIME REQUIREMENTS

The Police Department's comp time cycle is the single most operationally complex timekeeping challenge identified in the City's discovery process. This section contains mandatory requirements.

4.1. Does your system automate comp time accrual, tracking, and 28-day payout cycle for Police personnel? *

Currently entirely manual, requiring a payroll calendar and multiple steps that are easy to miss.

☐ Yes ☐ No

*Response required

4.2. If yes, please describe your system's comp time automation capability.

Describe how the system handles the 85.75-hour pay period threshold, auto-payout of balances exceeding 11 hours, and automatic clearing of balances after payout.

4.3. Can your system support distinct pay codes and tracking for the following Police-specific scenarios? *

☐ Detective roll call and lunch differentials (45 min/day) ☐ Supervisory comp differentials (Sergeant through Lieutenant) ☐ Emergency staffing (time and a half) ☐ Special events (CSD / school-funded) ☐ 28-day comp payout cycle with automated calendar reminders

*Response required

4.4. Can supervisor permission controls be configured to limit timecard entry to only valid options for a given employee class? *

Required to prevent selection of incorrect pay codes and reduce manual correction burden.

☐ Yes ☐ No

*Response required

4.5. Does your system integrate with or support data exchange with PowerDMS? * Used by Police for state certification files, training bulletins, policy acknowledgments, and extra job postings.

☐ Yes ☐ No

*Response required

4.6. Please describe any historical integrations you have built with PowerDMS.

Include agency name, year of adoption, and breadth of the interface.

5. LEAVE MANAGEMENT

5.1. Please include representative screenshots of your Leave Management user interface. * *Response required

5.2. Does your system provide a fully electronic leave request and approval workflow? * All leave is currently paper or email-based. This is a Must-Have requirement for all departments.

☐ Yes ☐ No

*Response required

5.3. Does your system support configurable, multi-level approval chains with automatic escalation if not actioned within a defined period? *

☐ Yes ☐ No

*Response required

5.4. Does the system maintain a complete audit trail for all leave requests, approvals, and denials?

☐ Yes ☐ No

*Response required

5.5. Can supervisors view a calendar showing their team's approved and pending time off? * ☐ Yes ☐ No

*Response required

5.6. Does your system support all of the following leave types? * ☐ Vacation ☐ Sick ☐ Comp time taken

☐ FMLA

☐ Light duty ☐ Workers compensation ☐ Training leave

*Response required

5.7. Can the system be configured to auto-approve leave requests that receive no supervisor response within a set time period?

☐ Yes ☐ No

5.8. Can approved leave data be exported to Outlook or other calendar applications?

6. PAYROLL

6.1. Does your system process payroll natively, or does it integrate with a payroll processor? *

☐ Native payroll processing ☐ Integration with a third-party payroll processor (please name)

*Response required

6.2. Please describe your system's compatibility with Microsoft Dynamics GP. *

6.3. Does your system notify employees of upcoming paycheck amounts prior to the deposit date? *

E.g., paycheck amount visible on Wednesday before Friday deposit.

☐ Yes ☐ No

*Response required

6.4. Does your system support digital open enrollment with data bridges to benefits carriers? * The City currently maintains five active carrier integrations.

☐ Yes ☐ No

*Response required

6.5. How does your system minimize manual account coding steps and reduce human error in payroll account assignment? *

6.6. Please provide pricing or describe any additional costs for custom integration development between your HRIS and the City's financial system. *

7. RECRUITING AND APPLICANT TRACKING

7.1. Please include representative screenshots of your Applicant Tracking System user interface. * *Response required

7.2. Please confirm whether your system supports all of the following recruiting capabilities. * ☐ Job posting and application collection ☐ Position control (requisitions linked to approved positions) ☐ Evergreen requisitions (open-until-filled, no auto-close on single hire) ☐ Time-to-fill calculation ☐ Automated routing of unqualified applicants to rejection ☐ Offer letter generation within the system (no Word / scanning required) ☐ Background check and drug screen tracking within applicant record ☐ Reference check integration with applicant record and hiring manager notification ☐ Real-time recruiting metrics dashboard (pipeline, time-to-fill, demographics)

*Response required

7.3. Can department leaders initiate posting requests and view their own applicant pipeline without HR intermediation? *

☐ Yes ☐ No

*Response required

7.4. Can permission controls be configured so hiring managers see only their own department's requisitions and applicants? *

☐ Yes ☐ No

*Response required

7.5. Can your system schedule interviews for multiple interviewers at the same time?

☐ Yes ☐ No

7.6. Can your system send automated status notifications to applicants via email and/or text message?

8. ONBOARDING

8.1. Please include representative screenshots of your onboarding module. * *Response required

8.2. Please confirm whether your onboarding module includes all of the following capabilities. * ☐ Configurable onboarding checklist with task assignments to HR and new hire ☐ Auto-population of employee record from application data ☐ Electronic signatures for all acknowledgments and forms ☐ Background check and drug screen workflow integrated with onboarding checklist ☐ New hire self-service portal access from day one ☐ Defaulted employee record fields (e.g., primary work location) to reduce setup errors ☐ Evergreen onboarding training module for new hires regardless of start date

*Response required

8.3. Please describe how your system handles data migration from the application stage to the employee record. *

The City is currently entering data multiple times — application, onboarding, and employee record. Describe how your system reduces redundant entry.

9. PERFORMANCE MANAGEMENT

9.1. Please include representative screenshots of your Performance Management module. * *Response required

9.2. Please confirm whether your performance management module includes all of the following capabilities. *

☐ Full review cycle: self-evaluation, supervisor evaluation, and conversation documentation ☐ Configurable workflows with automated reminders when evaluations are due ☐ Position-specific evaluation forms linked to PDQ (Position Description Questionnaire) data ☐ Text editing with spell-check, notes, and comments within evaluation forms ☐ HR review and approval of evaluations prior to employee notification ☐ Version history and full audit trail for all performance documents ☐ PIP (Performance Improvement Plan) creation and tracking ☐ Goal carry-forward from review cycle to employee profile

*Response required

9.3. Does your system support a succession planning module?

☐ Yes ☐ No

9.4. Does your system support individual development plans (IDPs) linked to employee profiles?

☐ Yes ☐ No

9.5. Does your system support merit or pay-for-performance score calculation, including point-based scoring?

10. EMPLOYEE AND MANAGER SELF-SERVICE

10.1. Please include representative screenshots of the employee self-service portal. * *Response required

10.2. Please confirm whether your employee self-service portal includes the following capabilities.

☐ View pay stubs and W-2s ☐ View and update personal information (address, emergency contacts, direct deposit) ☐ View benefits selections and access insurance card information ☐ Submit leave requests and view leave balances ☐ Access onboarding and training materials

*Response required

10.3. Please confirm whether your manager self-service portal includes the following capabilities.

☐ Approve timecards ☐ Approve leave requests ☐ Initiate status changes ☐ View team schedules and time-off calendar ☐ Access direct reports' records ☐ Run standard reports without HR assistance

*Response required

10.4. Is the self-service portal accessible and navigable for employees with limited technical proficiency? *

A significant portion of City staff includes field workers, trades personnel, and public safety staff who may have limited experience with HR software.

☐ Yes

11. MOBILE APPLICATION

11.1. Please describe your solution's mobile functionality. *

☐ Dedicated Mobile App (iOS) ☐ Dedicated Mobile App (Android) ☐ Mobile-optimized website ☐ None

*Response required

11.2. Please select all modules fully supported by your mobile application. * ☐ Time entry (clock in/out, pay code selection) ☐ Leave requests and approvals ☐ Timecard review and approval for supervisors ☐ Geo-fencing / location-based clock-in ☐ Access to pay stubs and personal information ☐ Performance management / goal tracking ☐ Push notifications (paycheck, leave balance, approvals)

*Response required

11.3. Is your mobile app's functionality equivalent to the desktop version for core HR tasks, or is it a reduced feature set? *

Describe any functionality gaps between the mobile and desktop experience.

11.4. Please include representative screenshots of your mobile application. * *Response required

11.5. Can users add or verify GIS coordinates via their mobile device?

12. REPORTING AND ANALYTICS

12.1. Does your solution provide a built-in reporting tool? *

☐ Yes ☐ No

*Response required

12.2. Please confirm whether your reporting capabilities include all of the following. * ☐ Standard (canned) report library covering timekeeping, leave, headcount, turnover, OT, and recruiting ☐ Custom report builder accessible to HR staff and department managers without vendor assistance ☐ Ability to save, schedule, and share reports ☐ Custom fields (e.g., anniversary date) available in reports and as reminder triggers ☐ Real-time HR dashboard with open requisitions, onboarding status, and pending items ☐ Department-level data isolation (managers see only their department's data by default) ☐ Turnover, equity, and compensation analysis reports

*Response required

12.3. Please provide example reports generated within your system. * *Response required

12.4. Can your system export structured data in common formats (Excel, CSV, PDF) for analysis in other programs? *

☐ Yes ☐ No

*Response required

12.5. Please describe a user's ability to build and run a custom report without vendor assistance. *

13. LEARNING MANAGEMENT SYSTEM (LMS)

13.1. Does your system include a native LMS, or does it integrate with a third-party LMS platform?

☐ Native LMS included ☐ Integration with third-party LMS (please name platform) ☐ Not available

*Response required

13.2. Please confirm whether your LMS includes the following capabilities. * ☐ Self-paced online training with quizzes and completion tracking ☐ Training event registration for instructor-led sessions with seat management ☐ Completion certificate generation ☐ Certification and license tracking with expiration alerts ☐ Pre-loaded content library ☐ City-created custom content support ☐ Multimedia content support (video, slides, voiceover, interactive modules)

*Response required

13.3. Can training content be developed within your platform without a separate authoring tool?

14. CORE HR AND EMPLOYEE RECORDS

14.1. Please confirm whether your system maintains all of the following within the employee record. *

☐ Complete employment history and status change log ☐ Compensation history ☐ Certifications and license expiration tracking ☐ Training completion records ☐ Emergency contacts ☐ FMLA, workers compensation, and light duty documentation ☐ Electronic personnel documents with open records retrieval capability ☐ Benefits selections and insurance information

*Response required

14.2. Does your system support multi-role time tracking for employees who work in more than one position? *

Required for employees such as those working both their primary role and special events with different pay codes.

☐ Yes ☐ No

*Response required

14.3. Does your system generate and maintain accurate, auto-updating organizational charts? * ☐ Yes ☐ No

*Response required

14.4. Does your system send automated system-wide reminders for recurring events? * E.g., performance evaluation due dates, open enrollment, anniversary dates.

☐ Yes

15. HR WORKFLOWS AND STATUS CHANGES

15.1. Does your system provide a fully electronic status change workflow? *

Currently paper-based, routed office to office, taking months and frequently returning with errors.

☐ Yes ☐ No

*Response required

15.2. Does the status change workflow support configurable multi-level approvals? * E.g., HR → Finance/Budget → Assistant City Manager.

☐ Yes ☐ No

*Response required

15.3. Does the system include built-in validation at each approval step to prevent finalization of status changes with data errors? *

E.g., system prevents entry of incorrect pay rates.

☐ Yes ☐ No

*Response required

15.4. Does the system maintain a complete audit trail for all status changes, including approver identity and timestamps? *

☐ Yes ☐ No

*Response required

15.5. Does the system send automated reminders to approvers for pending status changes? * ☐ Yes

16. INTEGRATIONS

Please indicate your system's integration capability with each of the following:

16.1. Microsoft Dynamics GP / Successor ERP (financial management system) *

16.2. PowerDMS (state certifications, training bulletins, policy acknowledgments) * ☐ Yes ☐ No

*Response required

16.3. Benefits carriers — does your system support active data bridges for enrollment and eligibility? *

The City currently maintains five such bridges.

☐ Yes ☐ No

*Response required

16.4. First Due (Fire Department operations software)

☐ Yes ☐ No

16.5. Microsoft Outlook / Calendar (export of leave and schedule data) ☐ Yes ☐ No

16.6. Microsoft Active Directory (single sign-on, automated user provisioning/deprovisioning, and attribute sync)

☐ Yes ☐ No

16.7. Please describe your general approach to integrations and data exports. * Will your system support 2-way read/write APIs? Will custom integration development be at additional cost to the City?

16.8. Please include any schematics or diagrams detailing the flow of data within your system and to/from external systems.

17. VENDOR SUPPORT

Vendor support quality is a primary driver of this procurement. The questions in this section carry significant weight in the evaluation.

17.1. Will the City be assigned a named, dedicated account representative for the duration of the contract? *

☐ Yes ☐ No

*Response required

17.2. Please describe your escalation path and guaranteed response times for critical issues. * Critical issues are defined as: payroll processing errors, open enrollment failures, or system outages affecting timekeeping. Describe response time for business hours and after-hours/weekend scenarios.

17.3. Please select the support channels you provide. *

☐ Email ☐ Phone ☐ Live chat ☐ On-premises support (as needed)

*Response required

17.4. Please describe your ongoing customer support level of service over the course of a 3-year contract. *

17.5. What is your average account representative tenure and retention rate? * Maximum response length: 250 characters

Maximum response length: 250 characters

18. PRIOR EXPERIENCE

18.1. How many total state and local governments use this solution? *

☐ 1–10 ☐ 11–25 ☐ 26–100 ☐ 100+

*Response required

18.2. Please provide three references for the City of Decatur. * References should be municipalities or counties of comparable size and complexity. Public safety (FLSA 7(k), comp time) experience preferred. Include: agency name, contact name, email, phone, years with product, and summary of use.

19. IMPLEMENTATION

19.1. Please describe your typical implementation process and timeline from contract signature. *

Include project phases, data migration approach, parallel run period, and go-live support.

19.2. Do you provide historical data migration services? *

☐ Yes ☐ No

*Response required

19.3. If yes, please describe your approach to migrating historical employee data.

How do you ensure data is saved in the correct format and remains easily searchable following migration?

19.4. Please confirm that in the event of contract termination or expiry, the City of Decatur will retain all of its all data it has entered into or generated through the system. *

☐ Yes ☐ No

*Response required

19.5. Is systems training included within the purchase price? * Describe training available for end users, supervisors, HR administrators, and IT staff. Describe the evergreen training plan for new hires onboarded after go-live.

☐ Yes ☐ No

*Response required

19.6. Please describe your solution's approach to role-based security, including how administrators can designate temporary or restricted access for external parties such as contractors or auditors. *

19.7. Please describe required server/network specifications to run your solution. * Note: the City requires a cloud-based solution.

Maximum response length: 300 characters

Maximum response length: 300 characters

20. PRICING AND CONTRACT MODEL

20.1. Please describe your proposed pricing model. *

☐ Software as a Service (SaaS) ☐ Solution Sale & Maintenance ☐ License-based ☐ Other (please describe)

*Response required

20.2. Would you support a 3-year initial contract with optional renewal years? * ☐ Yes ☐ No

*Response required

20.3. Please describe your pricing drivers. *

For example: government size, number of employees, user/seat count, flat fee, per-module pricing, etc.

20.4. Based on the information provided, please provide a pricing estimate for a 3-year term with the potential for 2 additional optional renewal years for the City of Decatur (approximately 240 full-time employees). *

Include estimated implementation costs, annual sub-totals, and optional year pricing. Note that final pricing may shift with the final proposal.

20.5. Please describe how you price custom integration development. * Are there additional fees for integration with PowerDMS, Microsoft Dynamics GP/successor, or benefits carriers?

20.6. Please include any standard pricing documents you wish to share.

21. OTHER

21.1. The City intends to use the selected vendor's standard form of agreement, subject to modification by City staff and City legal counsel. Please provide your standard agreement with your submission. * *Response required

21.2. Please indicate any applicable Business Designations.

☐ Minority-Owned Business ☐ Woman-Owned Business ☐ Veteran-Owned Business ☐ Small Business Classification ☐ Local to Decatur, Georgia

21.3. Is there anything else important we should know about your solution, company, or proposal?

21.4. By submitting, I confirm that I have read and understand the terms of this solicitation and that the City of Decatur will receive this information. *

☐ I confirm

EQUAL EMPLOYMENT OPPORTUNITY (EEO)

Proposers are expected to represent the diversity of the community. Such diversity should be reflected in such aspects as ownership, professional personnel, consultants and staff. Evidence of such diversity should be part of the submittal.

EEO Plan The Proposer will develop and implement an EEO policy that, as a minimum, will not discriminate against any employee or applicant for employment because of actual or perceived race, color, religion, national origin, ancestry, sex, sexual orientation, gender identity, age, disability, marital status, familial status, or veteran/military status. The Contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their actual or perceived characteristics. Such action shall include, but not be limited to: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship.

The Proposer will ensure equal employment opportunity applies to all terms and conditions of employment, personnel actions, and Proposer-sponsored programs.

a.. Does the firm have the above EEO policy in place?

☐ Yes ☐ No b.. If the answer to a. above is no, will the firm have such a policy in place for this project?

Statement of Assurance The Proposer herein assures the City that it is in compliance with Title VI & VII of the 1964 Civil Rights Act, as amended, in that it does not on the grounds of actual or perceived race, color, religion, national origin, ancestry, sex, sexual orientation, gender identity, age, disability, marital status, familial status, or veteran/military status, discriminate in any form or manner against employees or applicants for employment and is in full compliance with the Americans with Disabilities Act.

Firm's Name: ___________________________________________________ Authorized Signature: ___________________________________________________ Title: _________________________ Date: _____________________

NON-COLLUSION AFFIDAVIT OF PRIME BIDDER FORM

State of ________. City of ______________________. _________, being first duly sworn deposes and says that:

1. Bidder is _____________ of __________________________ (owner, partner, officer representative, or agent), the Bidder that has submitted the attached Bid;

2. Bidder is fully informed respecting the preparation and contents of the attached Bid and of all pertinent circumstances respecting such Bid;

3. Such Bid is genuine and is not a collusive or sham bid;

4. Neither the said Bidder nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly, with any other Bidder, firm or person to submit a collusive or sham Bid in connection with the Contract for which the attached Bid has been submitted or to refrain from bidding in connection with such Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other Bidder, firm or person to fix the price or prices in the attached Bid or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against the City of Decatur, Georgia or any person interested in the proposed Contract; and

5. The price or prices quoted in the attached Bid are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the Bidder or any of its agents, representatives, owners, employees, or parties in interest, including this affiant.

Signed: ___________________________________________________ (Title)

Subscribed and sworn to before me This…