HUMAN_RESOURCES_TECHNOLOGY_CONSULTATION_SERVICES_(Addendum_#1_Revision).pdf

CITY OF DANIA BEACH, FLORIDA

HUMAN RESOURCES TECHNOLOGY CONSULTATION SERVICES

CITY REQUEST FOR PROPOSAL (“RFP”) NO. 25-030

Prepared by:

City of Dania Beach, Florida

100 W. Dania Beach Boulevard

Dania Beach, FL 33004

Wednesday, October 22, 2025

Request For Proposal (“RFP”) No. 25-030

Table of Contents

1. NOTICE TO PROPOSERS

2. PROPOSAL SUBMISSION

3. INSTRUCTIONS TO PROPOSERS

4. SUBMISSION OF PROPOSALS

5. QUALIFICATIONS OF PROPOSALS

6. SCOPE OF WORK

7. PROPOSAL REQUIRMENTS

8. EVALUATION CRITERIA RANKING

9. AWARD OF AGREEMENT

10. PUBLIC RECORDS

11. INSURANCE REQUIREMENTS

12. INDEMNIFICATION

13. INDEPENDENT CONTRACTOR

14. DEBARMENT AND SUSPENSION

15. SCRUTINIZED COMPANIES

16. VERFICATION OF EMPLOYMENT ELIGIBILTY

17. DELIVERIES

18. WARRANTIES

19. SAFETY STANDARDS

20. INSPECTION

21. NON-DISCRIMINATION AND EQUAL OPPORTUNITY

EMPLOYMENT

22. TAXES

23. PERMITS, FEES AND NOTICES

24. PERFORMANCE

25. TERMINATION OF CONTRACT

26. SUCCESSORS AND ASSIGNS; ASSIGNMENT; SUBLETTING

27. EMPLOYEES OF THE PROPOSER

28. LITIGATION

29. OTHER GOVERNMENTAL ENTITIES

30. UNBALANCED PROPOSAL PRICING

31. BUDGETARY CONSTRAINT

32. CONTINGENT FEES PROHIBITED

33. CONE OF SILENCE

34. GENERAL TERMS & CONDITIONS

35. SPECIAL CONDITIONS

36. PROPOSER SUBMISSIONS

1. NOTICE TO PROPOSERS

REQUEST FOR PROPOSALS (RFP)

"HUMAN RESOURCES TECHNOLOGY CONSULTATION SERVICES"

25-030

NOTICE IS GIVEN that the City of Dania Beach, Florida (the “City” or “Owner”) will be accepting sealed

Bids for its “HUMAN RESOURCES TECHNOLOGY CONSULTATION SERVICES, 25-030”.

Bids will be accepted on the City's e-Procurement Portal at https://procurement.opengov.com/portal/daniabeachfl until Friday, November 21, 2025, at 1:00 pm. Bids received after this time will be rejected.

All submissions will remain confidential and exempt from public record disclosure requirements until the response opening is conducted.

PROJECT DOCUMENTS

Documents may be obtained from https://procurement.opengov.com/portal/daniabeachfl/projects/207111.

BID DOCUMENTS

Bids must be submitted electronically on the City's e-Procurement Portal at https://procurement.opengov.com/portal/daniabeachfl, the City’s designated electronic bidding system.

The City of Dania Beach reserves the right to reject any and all proposals, with or without cause, to waive any informality in a proposal, to terminate the process or re-advertise and solicit new or additional proposals, and to make awards in the best interest of the City.

Pursuant to Florida law, all Bids are exempt public records until thirty (30) days after opening, or award of bid, whichever is sooner. In the event presentations are necessary, all non-presenting bidders will be required to exit the room during the presentations of each of the other bidders as portions of selection committee meetings at which presentations are made are exempt from Florida’s public meeting laws.

All Proposers are advised that the City has not authorized the use of the City seal or logo by individuals or entities responding to City bids.

Published on: Wednesday, October 22, 2025 https://procurement.opengov.com/portal/daniabeachfl https://procurement.opengov.com/portal/daniabeachfl/projects/207111 https://procurement.opengov.com/portal/daniabeachfl

2. PROPOSAL SUBMISSION

Proposals must be submitted electronically on OpenGov, the City’s designated electronic bidding system. All bid document files must be clearly labeled 25-030 HUMAN RESOURCES TECHNOLOGY

CONSULTATION SERVICES

Pursuant to Florida law, all Proposals to this RFP are exempt public records until thirty (30) days after opening, or award of Proposal, whichever is sooner. In the event presentations are necessary, all responders will be required to exit the room during the presentations of the other responders as portions of selection committee meetings at which presentations are made are exempt from Florida’s public meeting laws.

Proposals will be publicly opened and read aloud on Friday, November 21, 2025, at 1:00 pm using the Zoom or

Microsoft Teams online meeting platform. Below you will find the link to access this meeting on the above referenced date and time in the

Release Project Date: October 22, 2025

Question Submission Deadline: November 10, 2025, 12:00pm

Proposal Submission Deadline: November 21, 2025, 1:00pm

Bid Opening Link (Non-Mandatory): Virtual via Microsoft Teams

Microsoft Teams Meeting Link:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTIzOWM0YzAtZDE

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Award of Contracts for the Proposals will be made at a subsequent City Commission meeting.

All Proposers are advised that the City has not authorized the use of the City seal by individuals or entities responding to City Proposals.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTIzOWM0YzAtZDE0Mi00MDI0LTkzMmItNWM3ODM2ZTVkMzNk%40thread.v2/0?context=%7b%22Tid%22%3a%226495b0d2-76aa-4ce0-8735-1233202a940c%22%2c%22Oid%22%3a%229b55967f-96b3-4a4c-aaf6-11ec6dc72083%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTIzOWM0YzAtZDE0Mi00MDI0LTkzMmItNWM3ODM2ZTVkMzNk%40thread.v2/0?context=%7b%22Tid%22%3a%226495b0d2-76aa-4ce0-8735-1233202a940c%22%2c%22Oid%22%3a%229b55967f-96b3-4a4c-aaf6-11ec6dc72083%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTIzOWM0YzAtZDE0Mi00MDI0LTkzMmItNWM3ODM2ZTVkMzNk%40thread.v2/0?context=%7b%22Tid%22%3a%226495b0d2-76aa-4ce0-8735-1233202a940c%22%2c%22Oid%22%3a%229b55967f-96b3-4a4c-aaf6-11ec6dc72083%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTIzOWM0YzAtZDE0Mi00MDI0LTkzMmItNWM3ODM2ZTVkMzNk%40thread.v2/0?context=%7b%22Tid%22%3a%226495b0d2-76aa-4ce0-8735-1233202a940c%22%2c%22Oid%22%3a%229b55967f-96b3-4a4c-aaf6-11ec6dc72083%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTIzOWM0YzAtZDE0Mi00MDI0LTkzMmItNWM3ODM2ZTVkMzNk%40thread.v2/0?context=%7b%22Tid%22%3a%226495b0d2-76aa-4ce0-8735-1233202a940c%22%2c%22Oid%22%3a%229b55967f-96b3-4a4c-aaf6-11ec6dc72083%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTIzOWM0YzAtZDE0Mi00MDI0LTkzMmItNWM3ODM2ZTVkMzNk%40thread.v2/0?context=%7b%22Tid%22%3a%226495b0d2-76aa-4ce0-8735-1233202a940c%22%2c%22Oid%22%3a%229b55967f-96b3-4a4c-aaf6-11ec6dc72083%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTIzOWM0YzAtZDE0Mi00MDI0LTkzMmItNWM3ODM2ZTVkMzNk%40thread.v2/0?context=%7b%22Tid%22%3a%226495b0d2-76aa-4ce0-8735-1233202a940c%22%2c%22Oid%22%3a%229b55967f-96b3-4a4c-aaf6-11ec6dc72083%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTIzOWM0YzAtZDE0Mi00MDI0LTkzMmItNWM3ODM2ZTVkMzNk%40thread.v2/0?context=%7b%22Tid%22%3a%226495b0d2-76aa-4ce0-8735-1233202a940c%22%2c%22Oid%22%3a%229b55967f-96b3-4a4c-aaf6-11ec6dc72083%22%7d

The City Commission of the City of Dania Beach reserves the right to reject any and all Proposals, to waive any informality in a Proposal and to make an award in the best interests of the City.

3. INSTRUCTIONS TO PROPOSERS

The following instructions are given for the purpose of guiding Proposers in properly preparing their Proposals.

These directions have equal force and weight with the specifications and strict compliance is required with all of these provisions.

3.1 Qualifications of Proposers

No Proposal will be accepted from, nor will any contract be awarded to, any person who is in arrears to the City of Dania Beach, upon any debt or contract, or who has defaulted, as surety or otherwise, upon any obligation to the City, or who is deemed irresponsible or unreliable by the City Commission of Dania Beach. Minority, women-owned, and labor surplus area businesses and firms are encouraged to submit Proposals.

3.2 Personal Investigation

Proposers shall satisfy themselves by personal investigation and by such other means as they may think necessary or desirable, as to the conditions affecting the proposed work and the cost. No information derived from maps, plans, specifications, or from the City staff or their assistants shall relieve the Contractor from any risk or from fulfilling all terms of the contract. Before submitting a Proposal, each Proposer must visit the site (if applicable to the project) to become familiar with the facilities and equipment that may in any manner affect cost or performance of the work; must consider federal, state and local laws, ordinances, rules and regulations that may in any manner affect cost or performance of the work, must carefully compare the Proposer's observations made during site visits or in review of applicable laws with the Proposal Documents; and must promptly notify the

Project Contact person of all conflicts, errors and discrepancies, if any, in the Proposal Documents.

The Proposer, by and through the submission of a Proposal, agrees that Proposer shall be held responsible for having examined the facilities and equipment (if applicable); is familiar with the nature and extent of the work and any local conditions that may affect the work, and is familiar with the equipment, materials, parts and labor required to successfully perform the work.

3.3 Inconsistencies

Any seeming inconsistency between different provisions of specifications, Proposal or contract, or any point requiring explanation must be inquired into by the Proposer, in writing, at least ten (10) days prior to the time set for opening Proposals. After Proposals are opened, the Proposers shall abide by the decision of the City Manager or designee as to such interpretation.

3.4 Omission of Details, Variances and Exceptions.

The apparent silence of the requirements as to any detail, or the apparent omission of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail, and that only material and workmanship of the finest quality is to be used. All interpretations of the specifications shall be made on the basis of this statement. Omission of any essential details from these specifications will not relieve the Proposer of supplying such services or product(s) as specified.

For the purpose of evaluation, the Proposer must indicate any variance or exceptions to the stated requirements, no matter how slight. Deviations should be explained in detail. Absence of variations, corrections or both will be interpreted to mean that the Proposer meets all the requirements in every respect.

Costs and compensation shall be shown in both unit prices and extensions whenever applicable, and expressed in U.S. Dollars. In the event of discrepancies existing between unit prices and extensions or totals, the unit prices shall govern. All costs and compensation shall remain firm and fixed for acceptance for 120 calendar days after the day of the Proposal opening. The Proposal price shall include all franchise fees, royalties, license fees, etc., as well as all costs for transportation or delivery as applicable within the scope of the solicitation.

3.5 Performance Bond and Insurance

Upon award of a contract, the Successful Proposer, as required within the scope of the solicitation, may be required to submit performance bonds, payment bonds or both. Proposer shall provide certificates of insurance in the manner, form and amount(s) specified.

3.6 Addenda and Interpretations

No interpretations of the meaning of the plans, specifications or other contract documents will be made orally to any Proposer. Prospective Proposers must request from the City Clerk or City designee such interpretation in writing. To be considered, such request must be received at least ten (10) days prior to the date fixed for the opening of responses. Any and all interpretations and any supplemental instructions will be in the form of a written addenda which, if issued, will be sent by certified mail with return receipt requested, to all prospective

Proposers (at the address furnished for such purpose) not later than three (3) days prior to the date fixed for the opening of Proposals. Failure of any Proposer to receive any such addenda or interpretation shall not relieve any

Proposer from any obligation under the Proposal as submitted. All addenda so issued shall become a part of the contract document. Contractor shall verify that it has all addenda before submitting a Proposal.

3.7 Non-Collusion Affidavit

Each Proposer shall complete the Non-Collusive Affidavit form and shall submit the form with their Proposal.

City considers the failure of the Proposer to submit this document may be cause for rejection of the Proposal.

3.8 Public Entity Crimes

Each Proposal shall complete the Public Entity Crimes form. In accordance with Florida Statutes §287.133

(2)(a): A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime may not submit a Proposal on a contract to provide any goods or services to a public entity, may not submit a Proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit Proposals on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or contractor under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Florida Statutes

§287.017 for Category Two, for a period of 36 months from the date of being placed on the convicted vendor list.

3.9 Conflict of Interest

The award of any contract under this RFP is subject to the provisions of Chapter 112, Florida Statutes. Proposers must disclose with their Proposal the name of any officer, director, partner, proprietor, associate or agent who is also an officer or employee of City or any of its agencies. Further, all Proposals must disclose the name of any officer or employee of City who owns, directly or indirectly, an interest of five percent (5%) or more in the

Proposer's firm or any of its branches or affiliate companies.

3.10 Legal Conditions

Proposers are expected to familiarize themselves with the provisions of the laws of the United States and State of

Florida, and with the provisions in the Charter and the ordinances of the City of Dania Beach.

3.11 Forms and Proposals

Proposals will be received until Friday, November 21, 2025 1:00 pm by submission to OpenGov. Each Proposal and its accompanying statements must be made on the blanks provided. The forms must be submitted in good order and with all the blanks filled in.

3.12 All Proposals

All Proposals must be submitted electronically on OpenGov.” The Proposal must be signed by one duly authorized to do so, and in case signed by a deputy or subordinate, the Proposer’s principal's properly written authority to such deputy or subordinate must accompany the Proposal. No Proposal will be accepted, for any reason whatsoever, which is not submitted as stated above, within the specified time. Any uncertainty regarding the time a Proposal is received will be resolved against the Proposer.

3.13 Proposal Bond

A proposal bond is not required.

3.14 Filling in Proposals

All prices must be written in the Proposal and also stated in words, and all Proposals must fully cover all items for which Proposals are asked and no other. Proposers are required to state the names and places of residence of all persons interested, and if no other person is interested, the Proposer shall distinctly state such fact and shall state that the Proposal is, in all respects, fair and without collusion or fraud. Where more than one person is interested, it is required that all persons interested, or their legal representative disclose such fact in writing to the

City.

3.15 Proposals Firm for Acceptance

Proposer warrants, by virtue of proposing, that the Proposal and the prices quoted in the Proposal will be firm for acceptance by the City for a period of one hundred twenty (120) days from the date of Proposal opening.

3.16 Withdrawals

Any Proposer may, without prejudice, withdraw a Proposal at any time prior to the expiration of the time during which Proposals may be submitted. Such request for withdrawal must be in writing and signed in the same manner and by the same person who signed the Proposal. After expiration of the period for receiving Proposals, no Proposal can be withdrawn, modified, or explained. Should Proposer withdraw its Proposal after expiration of the period for receiving Proposals, its bond shall be retained by the City.

3.17 Causes for Rejection

No Proposal will be canvassed, considered, or accepted which, in the opinion of the City Manager, is informal or unbalanced, or contains inadequate or unreasonable prices for any items; each item must carry its own proportion of the cost as nearly as is practicable. Any alteration, erasure, interlineations, or failure to specify Proposals for all items called for in the schedule shall render the Proposal informal.

3.18 Rejection of Proposals

To the extent permitted by applicable state and federal laws and regulations, City reserves the right to reject any and all Proposals, to waive any and all informalities not involving price, time or changes in the work with the

Successful Proposer, and to disregard all nonconforming, non-responsive, unbalanced or conditional Proposals.

Proposals will be considered irregular and may be rejected if they show serious omissions, alterations in form, additions not called for, conditions or unauthorized alterations, or irregularities of any kind. The City Commission reserves the right to reject any Proposal if the evidence submitted by the Proposer, or if the investigation of such

Proposer, fails to satisfy the City that such Proposer is properly qualified to carry out the obligations and to complete the work contemplated. Any or all Proposals will be rejected, if there is reason to believe that collusion exists among Proposers. A Proposal will be considered irregular and may be rejected, if it shows serious omissions, alterations in form, additions not called for, conditions or unauthorized alternates, or irregularities of any kind. The City of Dania Beach reserves the right to reject any and all Proposals, to waive any and all informalities and irregularities, and to accept or reject all or any part of any Proposal as they deem to be in the best interest of the citizens of the City of Dania Beach, or the City may reject Proposals and re-advertise.

3.19 RFP Protest Procedure

After a Notice of Intent to Award a contract is posted, any actual or prospective manufacturer or distributor claiming to be aggrieved in connection with the pending award of the Contract, or any element of the process leading to the award of the Contract may protest to the City Manager. A protest must be filed by 5:00 P.M. on the third (3rd) Business Day after posting of the Notice of Award (excluding the day that the Notice is posted) or any right to protest is waived. The protest must be in writing, must identify the name and address of the protester, and must include a factual summary of, and the basis for, the protest. Filing shall be considered complete when the written protest, together with an RFP Protest Bond, is both timely received by the City Manager’s Office.

An RFP Protest Bond is to compensate the City for the expenses of administering the protest. If the protest is decided in the protester's favor, the entire deposit shall be returned to the protester. If the protest is not decided in the protester's favor, the deposit shall be retained by the City. The deposit shall be in the form of a cashier's check. The amount of the RFP Protest Bond shall be one percent (1%) of the amount of the pending award for which the bidder is protesting, or five thousand dollars ($5,000.00), whichever is less.

3.20 Protest Committee

The Protest Committee shall have the authority to review, settle, and resolve all protests. Members of the Protest

Committee will be appointed by the City Manager. If the Protest Committee determines that the pending award of a contract or any element of the process leading to the award involved a significant violation of law, applicable rule or regulation, all steps necessary and proper to correct the violation shall be taken. If the Protest Committee determines that the protest has merit, the City Manager shall direct all appropriate steps be taken to remedy it.

In the event of a timely protest, the City Manager shall stay the award of the Contract, unless after consulting with the City Attorney and a representative from the City’s Department for which the services are being obtained, the City Manager then determines that the award of the contract is necessary without delay to protect the substantial interests of the City. The continuation of the bid award process under these circumstances shall not preempt or otherwise affect the protest.

3.21 Agreement

The Proposer(s) to whom or to which an award is made shall execute a written agreement to do the work in the form attached to this RFP. The award may be canceled by the City Commission and awarded to the next lowest priced responsible and responsive Proposer. If this occurs, such Proposer shall fulfill every stipulation as if it were the original party to whom or to which an award was made. The Agreement will include specific insurance, performance bond, and indemnification requirements as set forth in the attached specifications. Proposers must submit any questions, issues, or concerns with the terms, language or both in the attached Agreement by the deadline for submitting requests for interpretations.

3.22 Payment

Payment will be made when all work is completed to the satisfaction of the City Manager or designee. Successful

Proposer shall submit invoices regularly, for no more than 30-day periods, as work progresses.

3.23 Audit of Contractor's Records

Upon execution of the Contract, the City reserves the right to conduct any necessary audit of the Proposers records. Such an audit, or audits, may be conducted by the City or its representatives at any time prior to final payment, or thereafter, for a period up to three (3) years. if an audit has been initiated and audit findings have not been resolved at the end of these three (3) years, the records shall be retained by the City until resolution of audit finding. The City may also require submittal of the records, at no cost to the City, from the proposer, any subcontractor, or both. For the purpose of this Section, records shall include all books of account, supporting documents and papers deemed necessary by the City to assure compliance with the Contract provisions.

Failure of the proposer, contractor or subcontractor to comply with these requirements may result in disqualification or suspension from bidding or proposing for future contracts or disapproval as a subcontractor at the option of the City. The Proposer shall assure that a subcontractor will provide access to its records pertaining to the services upon request by the City.

3.24 Byrd Anti-Lobbying Amendment, 31 U.S.C. 1352 (as amended)

N/A to this solicitation.

3.25 City

Failure by City to respond to an inquiry shall not excuse late or incomplete submissions

3.26 Lobbyists

Pursuant to Broward County Ordinance 2011-19, Lobbyists, and any of their principals or employers attending such meeting, are required to complete a Contact Log contemporaneously with a lobbyist meeting. City of Dania

Beach Code of Ordinances, Article XI, “Lobbyist Regulations,” Sections 2-231 through 2-234 require Lobbyists to register with the City PRIOR to engaging in lobbyist activities within the City. Contact with personnel of the

City of Dania Beach other than the City Clerk or designated representative regarding the RFP shall be grounds for elimination and disqualification from the selection process.

4. SUBMISSION OF PROPOSALS

A. Proposals must be typed or legibly printed in blue ink. Use of erasable ink is not permitted. All corrections to prices made by the Proposer should be initialed.

B. All Proposals shall be submitted in the English language, and pricing expressed in U.S. Dollars.

C. Proposals must contain a manual signature of a corporate officer or designee with the proven authority to bind the Proposer. The address and telephone number for any communications regarding the Proposal must be included.

D. Proposals shall contain an acknowledgment of receipt of all addenda.

E. Proposals by corporations must be executed in the corporation’s legal name by the President or other corporate officer, accompanied by evidence of authority to sign. Evidence of authority shall be provided on the enclosed Certified Resolution form, or by the company’s own Corporate Resolution.

F. Proposals by partnerships must be executed in the partnership name and signed by a partner, whose title must appear under the signature.

G. Proposals shall be submitted to the Procurement Division on or before the time indicated in the Request for Proposals by the methods described above.

H. In accordance with Florida Statutes, Chapter §119.07(1)(a) and except as may be provided by other applicable state and federal law, the Request for Proposals and the responses to it are in the public domain. However, Proposers are requested to specifically identify in the submitted Proposal any financial information considered confidential, proprietary or both which may be considered exempt under Florida Statute §119.07(t).

I. All Proposals received from Proposers in response to the Request for Proposals will become the property of City and will not be returned. In the event of Contract award, all documentation produced as part of the Contract shall become the exclusive property of City.

J. The Proposer preparing a submittal in response to this RFP shall bear all expenses associated with its preparation. The Proposer shall prepare a submittal with the understanding that no claim for reimbursement shall be submitted to the City for the expense of Proposal preparation, presentation, or both.

5. QUALIFICATIONS OF PROPOSALS

A. Each Proposer shall complete the Proposal’s Qualifications Statement and submit the form with the

Proposal. Failure to submit the Proposer’s Qualifications Statement and the documents required under it may constitute grounds for rejection of the Proposal.

B. As a part of the evaluation process, the City may conduct a background investigation including a criminal record check of Proposer’s officers and employees, by the Broward County Sheriff’s Office.

Proposer’s submission of a Proposal constitutes acknowledgement of and consent to such investigation.

City shall be the sole judge in determining Proposer’s qualifications.

C. No Proposal shall be accepted from, nor will any contract be awarded to, any person who is in arrears to

City for any debt or contract, or who is a defaulter, as surety or otherwise, of any obligation to City, or who is deemed irresponsible or unreliable by City. City will be the sole judge of such determination.

The City reserves the right to make a pre-award inspection of the Proposer's facilities and equipment prior to award of Contract.

D. Employees of the Proposer shall at all times be under its sole direction and not an employee or agent of the City. The Proposer shall supply competent and physically capable employees. The City may require the Proposer to remove an employee it deems careless, incompetent, insubordinate or otherwise objectionable. Proposer shall be responsible to the City for the acts and omissions of all employees working under its directions.

6. SCOPE OF WORK

6.1 SCOPE

A. The City of Dania Beach, Florida (the “City” or “Owner”), is actively seeking proposals from qualified firms for HUMAN RESOURCES TECHNOLOGY CONSULTATION SERVICES”. The City intends to contract with a consultant with expertise in Human Resources Information Systems (HRIS) to serve as an IT Project Manager. The purpose of this engagement is to support the evaluation, selection, implementation, and/or optimization of an HRIS platform that will improve the effectiveness, efficiency, and compliance of the City’s human resources operations. The goal is to implement a scalable, user friendly HRIS solution that streamlines and integrates human resources and payroll process, enhance data accuracy, reporting and compliance, improve effectiveness, efficiency, and compliance of our human resources operations through the integration of a scalable and user-friendly HRIS solution.The selected consultant will work closely with internal stakeholders to review and analyze current Human

Resources and Payroll processes and systems, define requirements, assist in vendor selection, and support the implementation and change management efforts related to the project.

B. Project Objectives

• Understand current HR processes and technologies and what is needed

• Lead system implementation efforts, including data migration, testing, training, and go-live support.

• Identify business requirements for an HRIS platform

• Conduct a market analysis and act as the project manager for the selection of a new HRIS

• Provide subject matter expertise during implementation or optimization, with the IT Department

• Ensure the HRIS meets compliance, reporting, and integration needs within the with the IT Department

• Support organizational change management and training

• Deliver documentation, process improvements, and knowledge transfer

• Track project performance against key metrics, timelines, and budgets.

• Provide regular status reports and final project evaluations to leadership.

The consultant shall provide professional services in the following phases:

Phase I: Discovery and Needs Assessment

• Conduct stakeholder interviews with HR, Finance/Payroll, IT, and departmental leadership

• Evaluate current HR workflows, systems, and pain points

• Evaluate current IT backend integration systems

• Analyze existing data structures, integrations, and compliance requirements

• Document functional and technical requirements

• Prepare a Business Requirements Document (BRD)

• Identify key performance indicators (KPIs) and success metrics

Deliverables:

• Discovery Report

• Business Requirements Document

• High-level Process Mapping

• Gap Analysis

Phase II: HRIS Strategy & Vendor Selection

• Develop an HRIS strategy aligned with organizational goals

• Assist in creating and distributing an HRIS vendor RFP

• Evaluate proposals and lead vendor demos

• Score vendors based on functionality, cost, scalability, and support

• Provide a comparative analysis and final recommendation

Deliverables:

• HRIS Strategy & Selection Plan

• Vendor Evaluation Matrix

• Demo Scripts & Scoring Criteria

• Recommendation Report

Phase III: Implementation Support

• Collaborate with HRIS vendor, internal IT, and other stakeholders

• Assist with project planning, including timelines, milestones, and resource allocation

• Support data migration strategy and data validation

• Monitor system configuration, integrations, and user acceptance testing (UAT)

• Help design role-based access and security protocols

• Support the development of training and communication plans

Deliverables:

• Implementation Roadmap

• Data Migration Plan

• UAT Scripts and Test Results

• Risk Management and Mitigation Plan

Phase IV: Change Management & Training

• Develop and execute a change management strategy

• Identify training needs and develop training materials

• Conduct training sessions for HR teams, managers, and employees

• Create communication plans to drive user adoption

• Provide post-go-live support and troubleshooting assistance

Deliverables:

• Change Management Plan

• Training Curriculum and Materials

• Communication Plan

• Post-Go-Live Support Plan

Consultant Qualifications

Respondents must demonstrate:

• Proven experience as an IT Project Manager for HRIS selection and implementation

• Project Management Professional (PMP), PRINCE2, or equivalent certification

• RFP Execution and vendor management

• Leadership of Information Technology project teams

• Enterprise Solutions Project Implementations and Program Execution

• Business Relationship Management

• Strong knowledge of HR operations and compliance

• Leading HRIS platforms (e.g., Workday, Paycom, ADP, UKG, SAP SuccessFactors, BambooHR)

• Experience in change management and stakeholder engagement

• Ability to manage projects across cross-functional teams

• Excellent communication, facilitation, and training skills

• All employees of the selected consultant who will be assigned to work under this contract are subject to a Level 2 background screening to be conducted by the City’s Human Resources Department in accordance with applicable laws and policies.

7. PROPOSAL REQUIRMENTS

Proposers shall, as a minimum, include the following information with the submittal of its Proposal.

The items listed below must be fully addressed in the Response to the RFP in a concise narrative form. All

Responses must be signed by a representative who is authorized to contractually bind the Respondent. The following is the list of required components and the order in which they should be addressed:

A. Executive Summary: Explain your firm’s qualifications and experience as they pertain to the Scope of

Work and Deliverables. Also, include the names, titles, and primary office location of the persons who will be authorized to make representations for the firm.

B. Project Experience: Describe in detail your experience supporting (Private and Government) organizations with HRIS selection and implementation. Provide examples of HRIS platforms you've supported (e.g., ADP, Workday, BambooHR, UKG). Detail your experience with system integrations

(e.g., payroll, ATS, benefits). Outline your approach to data migration and validation. Implementation of Project & Portfolio Management systems for IT and HR including 0365 Enterprise Project Online

PPM, Clarity PPM, and Smartsheet PPM)

C. Approach and Methodology: Describe your approach to HRIS needs assessment and stakeholder engagement and tools/methods you use for vendor evaluations. Provide a narrative on how you manage change during system transitions. Describe your testing, training, and go-live support strategies. Provide your standard communication cadence with clients during projects.

D. Project Team: List key members to be assigned to this project including their roles and bios. Outline how you propose to ensure continuity of assigned personnel throughout the project and whether you will subcontract any part of the project work.

E. Financial Stability: Provide financial stability documents under a separate cover. (5-page maximum)

F. Litigation: Provide a list referencing all lawsuits or proceedings that the Respondent has been involved in within the past ten (10) years, including:

o Case name of each lawsuit;

o Case number of each lawsuit;

o Identification of court of jurisdiction for each lawsuit;

o Nature of the actions of each lawsuit; and o The disposition or status of each case.

H. Cost Proposal: Provide a detailed cost breakdown (hourly rates, milestones, fixed fees, etc.) including your billing structure. Outline any additional costs (travel, licensing, 3rd-party tools).

I. References: Provide names, addresses, and telephone numbers of five (5) references who are capable of explaining and confirming the firm’s capacity to successfully complete the Services sought in this RFP.

J. Provide any additional information or attachments that the company feels necessary, to be reviewed by the City.

Summary of Documents to Be Submitted with Proposals. The following is a summary of documents required to be submitted for this Proposal. Failure to include a technical Proposal, cost Proposal, Proposal surety (if required below), or any other document that, by its omission, may prejudice the rights of other possible Proposers or respondents, may result in immediate rejection of a Proposal.

The Forms are as follows:

o Proposer’s Qualifications o Public Entity Crimes Form (must be notarized) o Non-Collusion Affidavit (must be notarized) o Drug-Free Workplace Certification o Acknowledgement of Addenda o References o Certification to Accuracy of Proposal (must be notarized) o Affidavit of Compliance with Anti-Human Trafficking Laws (must be notarized) o General Certificate of Insurance (COI)

Other forms or documents:

o which, by their nature do not impact price or the Proposer’s cost of doing business should accompany the Proposal; but must be provided within three (3) business days of the City’s request to be considered responsive.

o The City reserves the right to request the most recently completed audited financial statement, or other approved documentation to verify financial viability

8. EVALUATION CRITERIA RANKING

Evaluation of the responses will be conducted by an Evaluation Committee composed of City staff, or other people selected by the City Manager or designee. Responsive proposals shall be evaluated based upon the information and references contained in the responses submitted. The Evaluation Committee will evaluate all qualified, responsive proposals at duly advertised public evaluation meetings in accordance with Florida law.

Proposers with the highest-ranked submittals may be asked to make a detailed presentation of their product/service to the Evaluation Committee.

The City will utilize a Best Value Scoring process when evaluating proposals. The Best Value Scoring will require the Evaluation Committee to assign a composite score rank, based on the Committee's determination of the relative overall value of the Proposer's response. Composite scores will rank responses from 1 (1st place), 2

(2nd place), and so on, for the total number of responses under consideration. The Evaluation Committee will evaluate and rank responsive, qualified Proposals received on the basis of the criteria below.

The selection process shall be as follows:

A. The Review Committee (the “Committee”) will first evaluate all firms’ qualifications and references in accordance with the Evaluation Criteria below. The Committee shall rank and shortlist firms, where one

(1) is the top ranked and so forth. In the event of a single ranking, the Evaluation Committee will evaluate to determine if the sole respondent is in the best interest of the City. The Evaluation Committee will rank either with a one (1) to confirm negotiations with the sole respondent or a zero (0) to reject the sole respondent.

B. At the Committee’s discretion, top ranked firms may be asked to come in for oral presentations and/or interviews.

C. If presentations are not requested, the issuing department will then prepare the agenda item for the next available City Commission meeting for contract award.

D. If firms are asked to come in for oral presentations and/or interviews:

1. Procurement will establish the schedule and firms will be notified within a reasonable time period, in advance of the date, time and place of the presentations. Equal time will be allotted for each firm. The format may consist of formal presentations, questions and answers, and discussion for clarification purposes. The specific format for presentations will be provided to proposers with the notifications. Oral presentations and/or interview sessions will not be open to the public.

2. After the oral presentations, interviews and/or proposer facility site visits, the Committee will then conduct a final ranking in accordance with the criteria listed below to determine the top ranked firm considered to be the most capable of performing the required project in the best interest of the

City. The Committee’s recommendation will be brought for approval.

# CRITERIA

1 Relevant Experience & Expertise :

- Demonstrated experience with similar HRIS projects (implementation, optimization, or migration).

- Familiarity with leading HRIS platforms (e.g., Workday, BambooHR, ADP, UKG, SAP

SuccessFactors).

- Quality and relevance of case studies or examples provided.

2 Approach & Methodology :

- Clarity and feasibility of the proposed project approach and methodology.

- Inclusion of project phases, stakeholder engagement strategies, change management approach, and risk mitigation plans.

- Alignment with stated project objectives and timeline.

3 Team Qualifications:

- Relevant experience and certifications of the proposed consultant(s).

- Roles and responsibilities clearly defined.

- Demonstrated capacity to deliver within project scope and timeline.

4 Price Proposal:

- Transparency of fee structure (fixed price, hourly, or phased).

- Overall value for proposed scope of work.

- Cost-effectiveness relative to experience and deliverables.

5 References:

- Quality of references from previous clients.

- Proven track record of on-time and on-budget delivery.

- Client satisfaction with past work.

9. AWARD OF AGREEMENT

9.1 AWARD OF AGREEMENT

Award shall be made by the City to the responsible Proposer whose Proposal is determined to be the most advantageous to the City, taking into consideration price and the evaluation criteria outlined in section 8 titled

(Evaluation Criteria). The City of Dania Beach reserves the right to accept the Proposal as a whole, or for any component of it, if it appears to be in the best interest of the City.

9.2 CONTRACT TERM

N/A

9.3 CONTRACT AWARD AND EXECUTION

A. Bid or Proposal Opening and Evaluation: The City will publicly open and announce all bids or proposals it receives by total amount in accordance with the terms of the advertisement. The City will verify all bidders or offerors have properly submitted and executed all required solicitation documents and forms;

review all bids or proposals for accuracy; prepare a tabulation of the bids showing the item details and total bid for all responsible bids; check for conformance of all bids or proposals to the engineer's estimate; evaluate unbalanced bid or proposal items; confirm the bid tabulations; and provide a recommendation for award of bid or proposal or recommendation for re-advertisement, if appropriate, to the City Commission.

B. Rejection of Bids or Proposals: The City may reject bids or proposals in the following circumstances:

1. where obvious unbalancing of unit prices has occurred, or

2. where competition is considered to be inadequate relative to the size, type, and location of the project.

C. Prohibition of Negotiations with Contractors or Bidders or Offerors: Negotiations with contractors are not permitted during the advertisement, award, or execution period of the contracting process.

10. PUBLIC RECORDS

10.1 Public Records

A. Proposer agrees to keep and maintain public records in Proposer’s possession or control in connection with Proposer’s performance under the Agreement. Proposer additionally agrees to comply specifically with the provisions of Section 119.0701, Florida Statutes. Proposer shall 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 Agreement, and following completion of the

Agreement until the records are transferred to the City.

B. Upon request from the City custodian of public records, Proposer shall 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 by Chapter 119, Florida Statutes, or as otherwise provided by law.

C. Unless otherwise provided by law, any and all records, including but not limited to reports, surveys, and other data and documents provided or created in connection with the Agreement are and shall remain the property of the City.

D. Upon completion of the Agreement or in the event of termination by either party, any and all public records relating to the Agreement in the possession of the Proposer shall be delivered by the Proposer to the City Manager, at no cost to the City, within seven (7) days. All such records stored electronically by

Proposer shall be delivered to the City in a format that is compatible with the City’s information technology systems. Once the public records have been delivered upon completion or termination of the

Agreement, the Proposer shall destroy any and all duplicate public records that are exempt or confidential and exempt from public records disclosure requirements.

E. Any compensation due to Proposer shall be withheld until all records are received as provided in this

RFP.

F. Proposer’s failure or refusal to comply with the provisions of this section shall result in the immediate termination of the Agreement by the City.

G. Section 119.0701(2)(a), Florida Statutes IF THE PROPOSER HAS QUESTIONS REGARDING

THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE PROPOSER’S

DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THE CONTRACT, THE

PROPOSER MUST CONTACT THE CITY CUSTODIAN OF PUBLIC RECORDS.

▪ Custodian of Records: ELORA RIERA, CITY CLERK

Mailing Address: 100 W. Dania Beach Boulevard

Dania Beach, Florida 33004

Telephone number: 954-924-9800, Ext. 3623

Email: eriera@daniabeachfl.gov

10.2 INFORMATION REQUESTS AFTER DUE DATE

Pursuant to Florida Statutes Section 119.071 sealed Proposals or Proposals received by an agency pursuant to

Invitations to Proposal or requests for Proposals are exempt from the provisions of subsection (1) and s. 24(a), Art. I of the State Constitution until such time as the agency provides notice of a decision or intended decision pursuant to Florida Statutes §119.071(1) (b) (2), or within 30 days after Proposal/Proposal opening, whichever is earlier.

11. INSURANCE REQUIREMENTS

11.1 Insurance Requirements

A. Insurance Required Before Commencement of Work: The Contractor shall not commence Work under the Agreement until Contractor has obtained all insurance required under this Section, and not until such time that the coverages are approved by the Risk Manager of the City. The Contractor shall not allow any employee of Contractor or any Subcontractor to commence Work on any subcontract until the Subcontractor and all Coverages required of any Subcontractor have been obtained and approved by the Risk Manager of the City. In addition, Contractor shall be responsible for any and all policy deductibles and self-insured retentions.

B. Insurance Requirements: Coverages shall be in force until all Work required to be performed under the terms of the Agreement, including any applicable warranty period, is satisfactorily completed as evidenced by the formal written acceptance by the City. In the event insurance certificates provided to

City indicate that the insurance shall terminate and lapse during the period of the Agreement, including any applicable warranty period, then in that event, the Contractor shall furnish, at least thirty (30) days prior to the expiration of the date of such insurance, a renewed Certificate of Insurance as proof that equal and like coverages for the balance of the period of the Agreement, including any extension of it, and including any applicable warranty period, is in effect. THE CONTRACTOR AND ANY

SUBCONTRACTOR SHALL NOT PERFORM OR CONTINUE WORK PURSUANT TO THE

AGREEMENT, UNLESS ALL COVERAGES REMAIN IN FULL FORCE AND EFFECT. ANY

DELAY IN THE WORK CAUSED BY A LAPSE IN COVERAGE SHALL BE NON-

EXCUSABLE, SHALL NOT BE GROUNDS FOR A TIME EXTENSION, AND WILL BE

SUBJECT TO ANY OTHER APPLICABLE PROVISIONS DESCRIBED IN THE

AGREEMENT OR ELSEWHERE IN THE SOLICITATION DOCUMENTS CONCERNING

CONTRACTOR DELAY.

C. Required Minimum Coverages: The below coverages are minimum limit requirements. Umbrella or

Excess Liability policies are acceptable to provide the total required liability limits, as long as the Risk

Manager of the City reviews and approves in writing the insurance limits on each of the policies. The

City must approve any changes to these specifications and has the right to review and amend coverage requirements. The CONTRACTOR shall be held responsible for any modifications, deviations, or omissions in these insurance requirements. CONTRACTOR shall be responsible for any deductible amounts.

D. Commercial General Liability

1. Limits of Liability (Minimum)

▪ Bodily Injury & Property Damage Liability

▪ Each Occurrence $1,000,000

▪ Policy Aggregate $2,000,000

▪ Personal & Advertising Injury $1,000,000

▪ Products & Completed Operations $1,000,000

2. Endorsements Required – Include in body of COI and/or Description of Operations

▪ Annual Aggregate shall apply “Per Project/Job”, if available

▪ Waiver of Subrogation in favor of the City, if available

▪ Insurance shall apply on a primary and non-contributory basis

▪ “The City of Dania Beach, Florida” is included as “Additional Insured”

▪ If Vendor’s Insurance includes coverage for with an “As Required by Written

Agreement/Contract” provision, then the following must be in place to establish such written agreement and trigger coverage:

o An executed written contract between the City and Vendor including these requirements;

OR

o Statement on a Purchase Order or Invoice or other attachment thereof which includes the following verbiage:

“Vendor will provide proof of General Liability insurance with Limits of $1,000,000 Per

Occurrence/$2,000,000 General Aggregate. City is included as Additional Insured.”

E. Business Automobile Liability

1. Limits of Liability (Minimum)

▪ Bodily Injury and Property Damage

▪ Combined Single Limit $1,000,000

▪ Any Auto/Owned Autos or Scheduled Autos

▪ Including Hired and Non- Owned Autos

▪ Any One Accident

2. Endorsements Required-Include in body of COI and/or Description of Operations

▪ City of Dania Beach included as an additional Insured if appropriate and available

F. Workers’ Compensation / Employers’ Liability

1. Workers Compensation Limits: Statutory - State of Florida

▪ Waiver of Subrogation in favor of City, if available

2. Employers Liability Limits:

▪ $100,000 for bodily injury caused by an accident, each accident

▪ $100,000 for bodily injury caused by disease, each employee

▪ $500,000 for bodily injury caused by disease, policy limitWorkers Compensation must be provided for all persons fulfilling this contract, whether employed, contracted, temporary or subcontracted.Contractor(s) must be in compliance with all applicable state and federal workers’ compensation laws, including US Longshore and Harbor Workers Compensation Act, Jones Act

(maritime), Federal Employers Liability Act (railroad), etc.In…