RFI #2027-02-VPA HCM Redesign & Integration.pdf

REQUEST FOR INFORMATION (RFI)

# 2027-02-VPA

This is NOT a Bid Solicitation

Virginia Port Authority (VPA) is seeking information and soliciting budgetary proposals from qualified software suppliers to assist in the design and implementation from the current HR/Payroll solution to a more robust solution. This initiative will modernize payroll and HR operations, improve integration capabilities, and address limitations in the current software such as reporting constraints, manual workarounds, or scalability challenges.

PROJECT TITLE: Human Capital Management Redesign & Integration

ISSUE DATE: July 13, 2026

PROCUREMENT AGENT: Drew Pascoe PHONE: (703) 888-9215 RESPONSES DUE: No later than Thursday, August 6, 2026 at 2:00pm ET to:

Drew Pascoe, Procurement Agent (ProposalsVPA@PortofVirginia.com)

Name and Address of Firm:

Name Date

Address By Signature in Ink

Print Name and Title

Phone

E-Mail FAX mailto:ProposalsVPA@PortofVirginia.com

I. PROJECT OVERVIEW

Virginia Port Authority (VPA) is seeking information and soliciting budgetary proposals from qualified software suppliers to assist in the design and implementation from the current HR/Payroll solution to a more robust solution. This initiative will modernize payroll and HR operations, improve integration capabilities, and address limitations in the current software such as reporting constraints, manual workarounds, or scalability challenges.

Work will be performed at the following location: Virginia Port Authority (On-site and Remote) Financial Services Center (FSC): 1431 Terminal Blvd, Norfolk, VA 23505

II. PROJECT SCOPE

The selected software supplier will be responsible for and are requested to provide information related to:

1. Conducting a gap analysis and developing an implementation roadmap, to include:

a. Data Extraction and Migration

b. Payroll Configuration Replacement and Redesign

c. Integration Replacement and Redesign

d. Reporting and Compliance Transition

2. Parallel Payroll Testing

3. Assisting in documentation redesign and SOP development.

4. Providing staff training and change management support.

5. Cutover and decommissioning of current software

Minimum Qualifications:

1. Demonstrated experience implementing HCM software

2. Prior work with public-sector or other agencies’ unionized labor payroll

3. Ability to engage cross-functional teams and deliver measurable outcomes

III. PURPOSE OF RFI

The purpose of this RFI is to inform potential Virginia private sector respondents of this opportunity and interest in the delivery of the services identified in the Project Scope.

Specifically, the RFI seeks to:

• Provide general background information and scope related to the service

• Communicate to potential providers of the objectives for the service

• Provide an opportunity for potential respondents to articulate their interest in participating in the opportunity to facilitate the replacement and redesign of a new HCM software for the

Virginia Port Authority.

• Evaluate capabilities of potential suppliers.

This RFI will be used to obtain information on supplier credentials, experience, and relevant services.

Based on the information gathered from this RFI, VPA may develop a procurement strategy and initiate a formal procurement for services and related services that may be combined as part of the final scope.

IV. ORGANIZATIONAL OVERVIEW

The Virginia Port Authority’s operations are provided by Virginia International Terminals, LLC (VIT), a single-member limited liability company that is wholly-owned by the Virginia Port Authority (VPA). In addition, Hampton Roads Chassis Pool, LLC (HRCP II), on behalf of and wholly-owned by VIT, operates and manages the intermodal chassis pool and empty container yards. Combined, the government agency, VPA, and its business units, VIT and HRCPII, are the foundations of The Port of Virginia.

Nearly 20 international shipping lines offer direct, dedicated service to and from Virginia, with connections to 200-plus countries around the world. The Port of Virginia is comprised of six terminals that processed 3.4 million TEUs in fiscal year 2025.

The terminals include Virginia International Gateway (VIG) and Portsmouth Marine Terminal (PMT), both in Portsmouth, Norfolk International Terminal (NIT) in Norfolk, Newport News Marine Terminal (NNMT) in Newport News, Richmond Marine Terminal (RMT) in Richmond, and Virginia Inland Port (VIP) in Winchester. Cargo moving through these world-class facilities is transported to and from markets around the globe, carrying the goods and supplies that manufacturers, corporations, and individual consumers use in their everyday lives.

V. SUPPLIER RESPONSE

VPA is requesting information and suggestions from suppliers to assist in addressing operational inefficiencies and manual processes to improve payroll accuracy, auditability and compliance with federal, state, and local regulations, enhancing reporting capabilities beyond the standard limitations, enabling tighter integrations with financial systems, time tracking and other enterprise applications, while standardizing HR and payroll processes that may have become fragmented over time limiting flexibility and scalability, and improve employee and manager self-service experience. When responding to this RFI, please provide a response to each question below. If you elect not to answer a question, please indicate “No response provided.” As part of your response to this RFI, please feel free to include any additional comments or suggestions that you feel would be helpful to VPA. Keep in mind that VPA seeks to maximize response and approach to managing these events while at the same time obtaining the best value. Responses to the questions below will serve as a “Statement of Qualifications / Capabilities”.

VI. QUESTIONS

1. Provide examples of similar ADP conversions, including company size, complexity, and timeline.

2. Describe your approach to extracting and converting data.

3. Describe handling of multiple complex (in the thousands) earnings/deductions, retro pay, garnishments, and multi-state taxes.

4. Describe payroll tax management capabilities (filing, remittance, compliance).

5. Describe how complex prior payroll adjustments are handled, including but not limited to deducting hours and earnings from an employee.

6. Do you provide tax filing services?

7. Describe audit support and compliance reporting capabilities.

8. What integration methods are supported (APIs, files, middleware)?

9. What ad hoc reporting and analytics tools are available?

10. How do you approach process redesign vs. replication?

11. What training formats are provided?

12. Do you offer role-based training?

13. What audit trails are available?

14. How do you ensure accuracy of final balances?

15. Have you previously worked with port authorities, transportation agencies, or similar logistics-focused organizations? Please provide examples.

16. Have you previously worked with unionized labor payroll and time tracking? Please provide examples.

17. What is your methodology for conducting a comprehensive gap analysis and stakeholder engagement process?

18. What key personnel and number of personnel would your company assign to a project of this size and type?

19. How does your company bill for this type of work? (i.e. hourly rates per job title, or lump sum). Please provide your rate sheet along with an estimated cost to complete this project.

20. Provide at minimum three (3) references for similar projects to include company name, contact name, contact phone number, contact email, project scope, and project cost.

VII. CLARIFICATION AND CONTACT

VPA will entertain clarification questions to this RFI through July 23, 2026 at 2:00pm ET. VPA will review all questions submitted prior to this deadline, and will respond to questions on via issuance of an addendum.

Those interested in submitting questions must submit the following information via email to ProposalsVPA@PortofVirginia.com:

• Name

• Organization

• Email address

• Telephone number

• Detailed question for discussion

Please note that responses to this RFI are due no later than Thursday, August 6, 2026 at 2:00 pm ET.

All contact should be directed through: ProposalsVPA@PortofVirginia.com. Once the RFI period opens contact with other VPA colleagues will result in disqualification.

VIII. PROPOSED PROJECT SCHEDULE

The following represents VPA’s current estimated schedule for the project (subject to change):

Activity / Key Milestone Date / Timeline

RFI Distributed July 13, 2026

Questions Period Closes July 23, 2026 @ 2:00pm ET

RFI Responses Due August 6, 2026 @ 2:00pm ET

VPA reserves the right to alter the project schedule as conditions warrant without prior notice.

IX. SUBMITTAL INSTRUCTIONS

Respondents to this RFI should adhere to the following instructions:

• Responses to this RFI should be submitted electronically in PDF format to the email address shown on the front of this RFI.

• Respondents to this RFI are encouraged to submit answers to the questions posed in Section VI, as well as any other information that VPA should consider when preparing the RFP package.

• RFI responses are limited to 10 single-sided (or 5 double-sided), typed 8½ x 11” pages (larger pages are allowed for figures or tables, but they must be folded into the overall response and used sparingly). No font size smaller than 12 point is allowed.

• All documentation provided to VPA in response to this RFI shall become the property of VPA.

mailto:ProposalsVPA@PortofVirginia.com

X. DISCLAIMER

This RFI is issued solely for information and planning purposes.

Information which you desire to make available to VPA but which you believe constitutes a trade secret, proprietary information, or other confidential information exempted from disclosure, should clearly be identified and designated as such, stating in writing why protection of that information is needed. The Respondent should make a written request to VPA’s contact listed in Section IX of this RFI. The written request shall:

1. Invoke such exemption upon the submission of the materials for which protection is sought;

2. Identify specifically and conspicuously the data or other materials for which the protection is sought;

3. State the reasons why protection is necessary; and

4. Indicate that a similar process with the appropriate officials of the affected local jurisdictions has or will be conducted. Failure to take such precautions prior to submission of a proposal may subject confidential information to disclosure under the FOIA.

Responses to the RFI will not be returned. Respondents are solely responsible for all expenses associated with responding to this RFI.

XI. GENERAL TERMS AND CONDITIONS

Virginia Port Authority General Terms and Conditions are hereby incorporated into this RFI by reference. A copy of these General Terms and Conditions may be obtained by contacting the Procurement Agent whose name appears on the front of this RFI.