Human_Resources_Management_Services.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/greencovesprings

City of Green Cove Springs

2026-06

HUMAN RESOURCES MANAGEMENT SERVICES

RELEASE DATE: August 13, 2026

RESPONSE DEADLINE: September 10, 2026, 10:00 am

Please refer to the project timeline in this document for all important deadlines.

undefined #2026-06

Title: Human Resources Management Services

Table of Contents

1. Notice of Request for Proposals

2. Procedures

3. Scope of Work

4. Evaluation of Proposals

5. Additional Requirements

6. Vendor Submission

Notice of Request for Proposals

Proposers will submit sealed Electronic Responses for Bid #2026-06 - Human Resources Management Services via the City e-Procurement Portal https://procurement.opengov.com/portal/greencovesprings.

All submissions are due by 10:00 am, Thursday, September 10, 2026.

Proposals shall comply with the conditions, instructions, specifications and terms as described herein. Proposals are expected to fully inform themselves of the requirements of the specifications. Failure to do so is at the

Proposer’s risk. Proposers will not secure relief on the plea of error or misunderstanding.

Proposers agree by submitting a proposal, to the acceptance of all terms, conditions and specifications of this

RFP. Proposals are valid for a period of 60 calendar days after date of opening.

The City reserves the right to require the successful proposer to execute an agreement incorporating all documentation, and which contains standard provisions for default, bid security, attorney fees, termination, remedies, jurisdiction and other conditions deemed legally appropriate by the City. It is the desire of the City to enter into an agreement to complete this singular project.

The City reserves the right to accept or reject any or all proposals as a whole, or any part thereof, waive any or all irregularities, and award the RFP to the responsible proposal determined to represent the City’s best interests.

Any persons wishing their proposal to be considered is responsible for making certain that their proposal is received via the City e-Procurement Portal https://procurement.opengov.com/portal/greencovesprings. No oral, telegraphic, paper, facsimile, or telephonic proposals or modifications will be considered.

THE CITY OF GREEN COVE SPRINGS IS AN EQUAL OPPORTUNITY EMPLOYER

Project Contact:

Mike Null

Asst. City Manager mnull@greencovesprings.com

(904) 297-7098

Procedures

The City of Green Cove Springs is soliciting proposals from qualified firms to Human Resources Management

Services for a term not to exceed three (3) years, with the option to renew for two additional three (3) year terms beginning with October 12, 2026 through October 11, 2029.

1. Questions & Additional Information

Bidders shall submit all inquiries regarding this bid via the City e-Procurement Portal, located at https://procurement.opengov.com/portal/greencovesprings. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the City e-Procurement Portal. Bidders may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

2. Responses

All responses must be presented in the same order as specified in this Proposal. Supporting material may be provided; however, the City’s decision will primarily be based upon a comparison of the information specifically requested. The City reserves the right to accept or reject any and/or all Proposals, and to waive any minor irregularities and technicalities. There is no obligation on the part of the City to award the contract to the lowest proposer and the City reserves the right to award the contract to the lowest responsible proposer submitting a responsible proposal with a resulting negotiated agreement that is most advantageous and in the best interest of the City. The City shall be the sole judge of the Proposal and the resulting negotiated agreement that is in its best interest and its decision shall be final.

All applicable laws and regulations of the State of Florida and ordinances and regulations of the City of Green

Cove Springs will apply to any resulting agreement.

There is no expressed or implied obligation for the City of Green Cove Springs to reimburse responding firms for any expenses incurred in preparing proposals in response to this request.

3. Inquiries and Interpretations

Responses to inquiries which directly affect an interpretation or change to this RFP will be issued in writing by addendum. All information regarding this RFP shall be placed on the e-Procurement Portal, located at https://procurement.opengov.com/portal/greencovesprings. Requests for interpretation or changes to this RFP must be received via the City e-Procurement Portal, located at https://procurement.opengov.com/portal/greencovesprings. All such addenda issued by the City prior to the last date that submittals are required to be received shall be considered part of the RFP, and the Respondent shall be required to consider and acknowledge receipt of such in its response. It is the obligation of the Respondent to make sure that it has received all addenda prior to submission of its response.

Addenda Notification: Bidders are required to register for an account via the City e-Procurement Portal hosted by OpenGov. Once the bidder has completed registration, they will receive addenda notifications to their email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at https://procurement.opengov.com/portal/greencovesprings.

https://procurement.opengov.com/portal/greencovesprings https://procurement.opengov.com/portal/greencovesprings

Only those responses to inquiries, which are made by formal written addenda, shall be binding. Oral and other interpretations or clarifications will be without legal effect and shall not be binding on the City. The Respondent must acknowledge receipt of all addenda in its response, failure to do so will deem the proposal non-respondent.

4. Selection Process

The selection process will be conducted in accordance with Florida Statutes, Chapter 218.391. A Selection

Committee will evaluate and rank the proposals based on Criteria outlined within the RFP.

• Review of Written Proposals

Using the criteria given in the “Evaluation of Proposals” section of this RFP and with emphasis on professional competence, the City of Green Cove Springs Selection Committee shall review all proposals received to determine those firm who are fully qualified, responsible, and suitable to provide the professional services set forth by this Request for Proposals.

• Evaluation

Using all the information developed during the proposal review, the City of Green Cove Springs shall then select in order of preference whose professional Proposals are deemed most meritorious. The City

Manager will be the tie breaker if such a tie develops in the reviewing stage. At that time, the City will then present to Council.

Scope of Work

1. Scope of Services

3. Scope of Services

The City seeks a firm capable of providing, at a minimum, the following services. Proposers may recommend additional closely related services that support a comprehensive HR program for a Florida municipality.

3.1 General HR Administration

• Provide day-to-day HR support to the City Manager and department heads for all personnel matters, including consultation on employee relations, disciplinary actions, promotions, demotions, and terminations.

• Disciplinary items will be handled by Department Heads with consultation from, and escalation to, the HR

Management Firm, City Manager, and outside Legal Firm as needed.

• Maintain secure, accurate, and up-to-date employee records in coordination with the City’s part-time HR employee and systems (including ADG, NeoGov, and Insight), ensuring data integrity and confidentiality.

• Assist with interpretation and application of the City’s Employee Handbook and HR policies, to include recommended updates as needed.

3.2 Recruitment, Selection, and Onboarding

• Consult as requested by the City in recruitment processes for all City positions, including job postings, application screening, interview coordination, and selection support.

• This operation will primarily be handled by the part-time HR employee.

• Evaluate and update position descriptions for all classifications to ensure accuracy, consistency, and compliance with

FLSA, ADA, and other applicable laws as requested by the City.

3.3 Classification, Compensation, and Benefits Support

• Conduct pay and salary evaluations and provide recommendations on pay structures, ranges, and adjustments, including position point-factor analysis as requested.

• Evaluate and recommend updates to position salary grades and overall compensation strategy, including market comparisons to similar Florida municipalities when requested.

3.4 Performance Management and Employee Development

• Assist with implementation of consistent procedures and forms for annual performance evaluations for all positions.

• Provide guidance and training to department heads and supervisors on performance management, documentation, and coaching.

• Develop a leadership program to support newly promoted employees and emerging leaders, including recommended curricula and scheduling.

• Recommend appropriate training programs (compliance, supervisory skills, customer service, safety, etc.), including budgeting estimates and tracking of completion.

3.5 Employee Relations and Labor

• Participate in decisions related to discipline, promotions, and demotions, providing guidance that is consistent with City policies and applicable law.

• Coordinate with part-time HR employee to ensure all required workforce trainings such as anti-harassment and drug-free workplace training are provided in accordance with Florida and federal laws.

3.6 Compliance, Reporting, and HR Analytics

• Ensure HR practices and recommendations comply with relevant federal and state laws and regulations (including but not limited to FLSA, FMLA, ADA, EEO, and Florida public records requirements related to personnel records).

• Assist with maintenance and periodic updates to the Personnel Policies and Procedures Manual and supporting HR policies and procedures, including drafting recommended revisions.

• Analyze and provide monthly or quarterly reports as requested (e.g., overtime, filled/vacant positions, turnover, years of service, aging/succession planning) and recommend actions based on trends.

3.7 Offboarding and Lifecycle Management

• Conduct exit interviews and provide periodic analysis of trends.

• Provide recommendations to improve retention, succession planning, and workforce planning, including analysis of aging and years-of-service data.

4. Minimum Qualifications

Proposers must meet the following minimum qualifications to be considered for award.

• Demonstrated experience providing HR management services to public sector clients, preferably municipalities of similar size and complexity in the state of Florida.

• At least five (5) years of experience in HR consulting, outsourced HR management, or HR administration, with at least two (2) public sector references.

• Knowledge and experience with Florida state/local government employment laws and regulations.

• Demonstrated experience with HRIS/HR data systems; familiarity with ADG, NeoGov, and Insight or similar municipal systems is preferred.

• Ability to maintain strict confidentiality of personnel information and to comply with Florida public records and records retention requirements.

5. Proposal Requirements

Proposals must be organized in the following sections.

A. Letter of Transmittal o Brief cover letter introducing the firm, signed by an authorized representative.

B. Firm Background and Qualifications o Description of the firm’s history, ownership, and organizational structure.

o Summary of relevant experience with municipal or public sector HR services.

C. Proposed Team and Staffing Plan o Identification of the primary account manager and key personnel who will serve the City, including resumes.

o Description of roles, responsibilities, and expected level of effort (e.g., on-site vs. remote, hours per week).

D. Technical Approach and Scope of Services o Narrative describing how the firm will deliver each element of the Scope of Services in Section 3.

o Proposed available start timeline from notice of award and execution of a contract.

o Proposed approach to assessing current City HR practices, policies, and systems and developing an implementation plan.

o Description of any recommended enhancements or value-added services.

E. Use of Technology and Systems o Description of HRIS, tools, and platforms the firm uses and how they will integrate with the City’s existing systems, including ADG, NeoGov, and Insight.

o Description of how data security, confidentiality, and backup are managed.

F. Fee Proposal o Detailed fee schedule, including any proposed retainer, hourly rates, and costs for specific services (e.g., recruitment projects, on-site days, special studies).

o Identification of any reimbursable expenses and basis for reimbursement.

o Proposed pricing structure for the initial term and any renewal options.

G. References o At least three references from current or recent clients for similar services, preferably municipalities or other public agencies, including contact name, title, phone, email, and brief description of services provided.

H. Required Forms and Certifications o Any City-required forms (e.g., non-collusion affidavit, insurance certificates, conflict of interest disclosures, E-Verify, public entity crimes statement) as specified in the City’s purchasing requirements.

6. Evaluation Criteria

Proposals will be evaluated using criteria substantially similar to the following:

• Quality and completeness of the proposal and understanding of the City’s needs – [25%].

• Technical and managerial approach to the Scope of Services – [25%].

• Qualifications and experience of the firm and proposed team – [25%].

• Proposed fees and overall value to the City – [25%].

The City may request presentations or interviews with shortlisted firms and may conduct reference checks and other due diligence prior to award.

Evaluation of Proposals

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications and experience of the firm and proposed team Points Based 25

(25% of Total)

2. Quality and completeness of the proposal and understanding of the City's needs Points Based 25

(25% of Total)

3. Technical and managerial approach to the

Scope of Services

Points Based 25 (25% of Total)

4. Proposed fees and overall value to the City Points Based 25 (25% of Total)

Additional Requirements

1. Term "Owner"

The term “Owner” where used in these documents, refers to the City of Green Cove Springs.

2. Date and Receipt of RFP

The City e-Procurement Portal Clock is the official clock for the determination of all deadline dates and times.

Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The City of Green Cove Springs, FL strongly recommends completing your response well ahead of the deadline.

3. Withdrawal of RFP

The proposing firm may withdraw their sealed proposal prior to the scheduled receipt date and time by selecting the "unsubmit proposal" option on the City's e-procurement portal. After being opened, the RFP will be valid for 60 calendar days and may not be withdrawn during that time.

4. Contract Award

The City reserves the right to accept or reject any or all Proposals, to waive irregularities and technicalities, and to request resubmission or additional information. The City reserves the right to award the contract to the most responsible and responsive proposing firm, resulting in an agreement, which is most advantageous to and in the best interest of the City of Green Cove Springs. The City shall be the sole judge of the Proposals and the resulting agreement that is in the best interests, and the City of Green Cove Springs’ decision shall be final.

5. Contract Documents

The contract entered by the City of Green Cove Springs and the Lead Team firm shall consist of this Request for Proposals, any addendum issued including the City’s Standard Addendum to all City Contracts and

Agreements document, the submitted proposal by the contractor, any approved change orders issued, all of which shall be referred to collectively as the Contract Documents.

6. Public Records Law

Pursuant to Section 119.0701, Florida Statutes, if the Contractor is acting on behalf of the City as provided under this

Agreement, the Contractor shall:

A. Keep and maintain public records required by the City in order to perform the services provided under this Agreement.

B. Upon request from the City’s Custodian of Public Records, provide the City with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in

Chapter 119, Florida Statutes, or as otherwise provided by law.

C. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed, except as authorized by law, for the duration of the contract term and following completion of the contract if the Contractor does not transfer the records to the City.

D. Upon completion or termination of this Agreement, transfer, at no cost, to the City all public records in possession of the Contractor or keep and maintain public records required by the City to perform the service.

o If the Contractor transfers all public records to the City upon completion or termination of the Agreement, the

Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements.

o If the Contractor keeps and maintains public records upon completion or termination of the Agreement, the

Contractor shall meet all applicable requirements for retaining public records under Florida law.

o All records stored electronically must be provided to the City, upon request from the City’s Custodian of Public

Records, in a format that is compatible with the information technology systems of the City.

E. All requests for public records relating to this Agreement shall be directed to the City’s Custodian of Public Records.

The Contractor shall not respond directly to public records requests unless specifically authorized by the City.

F. Failure by the Contractor to comply with the requirements of this section shall constitute a breach of this Agreement and may result in termination of the Agreement and any other remedies available under Florida law.

G. The Contractor acknowledges that it may be subject to penalties under Section 119.10, Florida Statutes, for knowingly violating public records requirements applicable to contractors acting on behalf of a public agency.

H. Questions regarding the application of Chapter 119, Florida Statues, to the contractor's duty to provide public records relating to this contract, should be directed to:

City Clerk City of Green Cove Springs 321 Walnut Street Green Cove Springs, Florida 32043 Phone: (904) 297-7047 Email: ewest@greencovesprings.com

7. Termination for Convenience

The City of Green Cove Springs shall have the right to terminate at the City’s convenience, with or without cause, any Contract resulting from this RFP by specifying the date of termination in a written notice. In this event, the firm shall be entitled to just and equitable compensation for any satisfactory work completed. All work produced shall become the property of the City of Green Cove Springs.

8. Indemnification Requirement

The City shall require the following or similar indemnification paragraphs to be made part of the contract(s) as entered into with the successful proposer(s):

To the extent allowed by Section 725.08, Florida Statutes, the Consultant shall indemnify and hold harmless the City and its officers and employees from liabilities, damages, losses, and costs, including, but not limited to, reasonable attorneys' fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the Consultant and other persons employed or utilized by the

Consultant in the performance of the Agreement.

9. Proof of Insurance and Worker's Compensation

The successful Proposer selected for the project will be required to procure and maintain during the life of the

Contract with the City of Green Cove Springs, Florida insurance of the type and in the minimum amounts listed below:

a. Commercial General Liability

1. General Aggregate $1,000,000

2. Products and Completed Operations Aggregate $1,000,000

3. Personal and Advertising Injury $1,000,000

4. Each Occurrence $1,000,000

5. Fire Damage (any one fire) $ 50,000

6. Medical Expense (any one person) $ 5,000

b. Automobile Liability

1. Any Automobile-Combined bodily injury/property damage, with minimum limits for all additional coverage $1,000,000 as required by Florida law

c. Workers Compensation/Employers Liability

1. Workers Compensation statutory limits

2. Employers Liability

a. Each Accident $ 100,000

b. Disease-Policy $ 500,000

c. Disease-Each Employee $ 100,000

d. Professional Liability

1. When required by contract-per occurrence $1,000,000

Insurance shall be written by an insurer holding a current certificate of authority pursuant to Chapter 624, Florida Statutes. Prior to commencing any work on the contract, certificates of insurance, approved by the City, evidencing the maintenance of said insurance shall be furnished to the City. The certificates shall provide that no material alteration or cancellation, including expiration and non-renewal, shall be effective until fifteen (15) days after receipt of written notice by the City. All coverages shall name the City as "additional insured".

Receipt of certificates or other documents of insurance or policies or copies of policies by the City, or by any of its representatives, which indicate less coverage than required will not constitute a waiver of the successful proposer(s)’ obligation to fulfill the insurance requirements herein.

Vendor Submission

1. Technical Proposal (including prices)* *Response required

2. Public Entity Crimes Requirement* Please download the below documents, complete, and upload.

• Public_Entity_Crimes_Requir...

*Response required

3. Drug- Free Workplace Compliance Form* Please download the below documents, complete, and upload.

• Drug-Free_Workplace_Complia...

*Response required

4. W-9* *Response required

5. Please provide your UEI, if you have one

6. Debarment and Suspension Form * Please download the below documents, complete, and upload.

• Debarment_and_Suspension_Fo...

*Response required

7. Standard Addendum Confirmation * I acknowledge I will complete the addendum below upon contract award:

Any other provisions of the Contract or Agreement to which this Standard Addendum is attached to the contrary notwithstanding, the parties specifically agree that the provisions hereinafter set forth will apply exclusively with respect to the matters addressed, whether addressed in said Contract or Agreement or not, and shall be deemed an integral part of said Contract or Agreement as if duly set out therein, having a force and effect of equal or superior dignity, as applicable, with the provisions thereof; provided, that if the provisions of the Contract or Agreement address a particular matter in a manner which results in a lower cost to the City than this Standard Addendum, then such provisions of the Contract or Agreement shall control and supersede the applicable provisions hereof (as used herein, the term “Contractor” means the vendor or other party in the

Contract or Agreement providing construction, labor, materials, professional services, and/or equipment to the

City thereunder; the term “City” means Green Cove Springs, a municipal corporation of the State of Florida, its

City Council, or any other name or label set forth in the Contract or Agreement identifying such entity).

1. All payments for services rendered, or supplies, materials, equipment and the like constructed, delivered, or installed under the Contract or Agreement (the Work) shall be made by the

City in accordance with the Local Government Prompt Payment Act (the Act). 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proper statement, invoice or draw request, the City shall have the number of days provided in the Act in which to make payment.

2. Any work or professional services sub-contracted for by the Contractor for which the City has agreed to reimburse the Contractor shall not be marked up but shall be payable by the City only in the exact amount reasonably incurred by the Contractor. No other such sub-contracted services shall be reimbursed.

3. In the event the Contract or Agreement is for professional services, charged on a time basis, the City shall not be billed or invoiced for time spent traveling to and from the Contractor’s offices or other points of dispatch of its sub-contractors, employees, officers, or agents in connection with the services being rendered.

4. The City shall not be liable to reimburse the Contractor for any courier service, telephone, facsimile, or postage charges incurred by the Contractor, except as follows, and then only in the exact amount incurred by the Contractor [if the space below is left blank, then “NONE” is deemed to have been inserted therein]:

5. The City shall not be liable to reimburse the Contractor for any copying expenses incurred by the Contractor, except as follows, and then only at $0.05 per page [if the space below is left blank, then

“NONE” is deemed to have been inserted therein]:

6. If and only if travel and per diem expenses are addressed in the Contract or Agreement in a manner which expressly provides for the City to reimburse the Contractor for the same, then the City shall reimburse the Contractor only for those travel and per diem expenses reasonably incurred and only in accordance with the provisions of Section 112.061, Florida Statutes or as otherwise limited by Florida law. In the event the Contractor has need to utilize hotel accommodations or common carrier services, the City shall reimburse the Contractor for his, her, or its reasonable expense incurred thereby provided prior written approval of the City Manager of the City or his or her designee is obtained.

7. With respect to drawings and/or plans prepared on behalf of the City by the Contractor under the Contract or Agreement, unless specifically provided otherwise therein, complete sets of such drawings and/or plans shall be reproduced by the Contractor without cost to the City for all Proposers requesting the same, and five (5) complete sets of such drawings and/or plans shall be reproduced and delivered to the City without cost.

8. With respect to any indemnification by the City provided under the Contract or Agreement, any such indemnification shall be subject to and within the limits set forth in Section 768.28, Florida Statutes, and shall otherwise be limited as provided by law.

9. In that the City is a governmental agency exempt from sales tax, the City shall pay no such taxes, any other provisions of the Contract or Agreement to the contrary notwithstanding. The City shall provide proof of its exempt status upon reasonable request.

10. Any pre-printed provisions of the Contract or Agreement to the contrary notwithstanding, the same shall not automatically be renewed but shall be renewed only upon subsequent agreement of the parties.

11. The Contractor acknowledges that in the budget for each fiscal year of the City during which the term of the Contract or Agreement is in effect, a limited amount of funds are appropriated which are available to make payments arising under the Contract or Agreement. Any other provisions of the Contract or

Agreement to the contrary notwithstanding, and pursuant to applicable Florida Statutes, the maximum payment that the City is obligated to make under the Contract or Agreement from the budget of any fiscal year shall not exceed the appropriation for said fiscal year.

CITY OF GREEN COVE SPRINGS CONTRACTOR/FIRM/INDIVIDUAL

By: __________________________________ By:

Mayor (Printed Name) (Printed Name and Title)

By: __________________________________ By:

Mayor (Signature) (Signature)

ATTEST:

By:

Erin West, City Clerk

☐ Please confirm

*Response required

8. Non-Collusion Confirmation* Under no circumstances shall any prospective proposer, or any person or persons acting for or on behalf of any said prospective proposer, seek to influence or gain the support of any member of the City Council or the City

Staff favorable to the interest of any prospective proposer or seek to influence or gain the support of any member of the City Council or City Staff against the interest of any prospective proposer. Any such activities shall result in the exclusion of the prospective proposer from consideration by the City.

☐ Please confirm

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9. Additional Material

10. I certify that I have read, understood and agree to the terms in this solicitation, and that I am authorized to submit this response on behalf of my company.**

☐ Please confirm

*Response required