RFP_26-03_Addendum_2.pdf
PDF 203 KB Posted
- Attached to
- Human Resources Information System (HRIS)
- Solicitation number
- 26-03
- Issued by
- Seminole County, Florida
About this file
This is Addendum No. 2 to RFP 26-03 issued by the City of Oviedo, Florida, clarifying requirements for a Human Resources Information System (HRIS) procurement. The addendum addresses bidder inquiries regarding system scope, employee count (332 employees on bi-weekly payroll), and module requirements including HR, Learning Management, and Performance modules, with payroll as a potential future consideration. The City currently utilizes UKG Pro for time and attendance and Central Square Naviline as its ERP system. Current HR training is conducted through an online Learning Management System with periodic custom uploads. The RFP packet was released on August 31, 2025, with proposals originally due September 30, 2025. Potential interviews and presentations are scheduled for October 23, 2025, or October 30, 2025, subject to change, and may be conducted either virtually or in-person. The initial contract term is five years with two optional one-year renewals available, totaling up to seven years of service.
The City has clarified its implementation strategy and negotiation flexibility through this addendum. The City intends to first implement conversion to new HR software before evaluating payroll replacement options, indicating payroll is not currently in scope. Integration with existing systems must occur via SFTP transfer rather than API. The City is open to negotiating contract terms and conditions following vendor selection and award, though all required RFP forms must be submitted with proposals, with any modifications subject to City Attorney review and approval. Current vendors responding to the RFP are not required to demonstrate products already in use by the City. Additional product offerings beyond the stated scope, such as Employee Document Management or Benefits Administration, should not be priced in proposals but may be considered valuable for future reference. No specific budget range, set-asides for disadvantaged enterprises, or incumbent vendor information is disclosed in this addendum.
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City of Oviedo, Florida
RFP 26-03: Human Resources Information System (HRIS)
Addendum No. 2
September 23, 2025
To Prospective Bidders and Others Concerned:
This Addendum is in response to questions from interested bidders and forms a part of the RFP documents dated August 31, 2025, for the above referenced RFP. Please note, questions are recorded as they are received, including grammar and spelling errors.
Receipt of this addendum must be acknowledged on page 40 of the original RFP packet. Failure to do so will subject the Bidder to disqualification.
QUESTIONS AND ANSWERS:
1. Q: How many employees A: 332
2. Q: Frequency of payroll A: Bi-Weekly
3. Q: Seeking which modules as well HRIS systems can be all encompass our pieced.
A:
a. Payroll – In the future possibly
b. HR - Yes
c. Learning and Management - Yes
d. Performance – Yes
e. Training
4. Q: Is there an option for the new HRIS to include payroll? Or is payroll not in scope at all?
A: Yes, please include your information regarding payroll capacities.
5. Q: Is the City looking to replace your current payroll vendor? FYI, the PeopleGuru HRIS system includes payroll, HR, time and attendance, Benefits Administration with electronic enrollment, Recruiting, Performance, and Learning.
A: The City would like to evaluate each vendor’s ability to provide payroll services for future consideration.
6. Q: Time and attendance is not listed in the RFP. Is that something the City would like to see in a proposal? Again, the PeopleGuru system includes time and attendance.
A: Not at the present time.
7. Q: If the City is not looking to replace either your current payroll or time and attendance vendor, how do you see all these different vendors and different solutions working together? Also, from an employee perspective, will they use one system for payroll, one for time entry/PTO requests, and one for HR?
A: The City would first like to implement a conversion to the new HR software. Then, we will consider payroll. The City currently uses UKG Pro for time keeping.
8. Q: The RFP specifically states that the proposer awarded this RFP must agree to specific contract terms without modification. ADP will not agree to this. If ADP were to bid and awarded this RFP, the parties must sign the ADP Master Services Agreement for the ADP services purchased by Client. ADP understands that the City also may require certain provisions in any contract to which it is a party. ADP is willing to discuss and consider material changes to the ADP Master Services Agreement; however, ADP will not agree to the City’s contract terms as written.
A: The City is open to negotiate the terms and conditions of an agreement, after selection and award.
9. Q: The RFP states that by submitting a proposal ADP is agreeing that such response constitutes a submittal to all FL government agencies. ADP will not agree to this and its proposal for this RFP does not constitute a cooperative agreement with the state of Florida from which other government entities could “piggyback”.
A: The decision to piggyback is at the discretion of the awarded consultant.
10. Q: The RFP requires several forms to be completed without modification. ADP will not be able to complete all of these forms and for most of the forms that ADP can complete, ADP will require certain changes before it can sign.
A: The forms included in the RFP are required with the submittal. Any modifications will require review and approval by the City Attorney.
11. Are there potential interviews/presentations set to be held virtually or in-person? What might be the potential dates?
A: We are open to both virtual and in-person. Potential dates are October 23rd 2025 or October 30th 2025, note these dates are subject to change.
12. For your current vendors that are responding to this RFP, in a potential interviews/presentations, would you like them to demonstrate the currently utilized products as they apply to this RFP or forego demonstrating said products to save time?
A: We don’t need demonstration of products that are currently being utilized by the City.
13. What is the breakdown of your employee count (Full-time, Part-time, and Seasonal employees)?
A: Please refer to the information provided in the RFP.
14. Would the organization like to see multiple implementation options (i.e. Standard Implementation Practices, Premium/ Turnkey Implementation, etc.)
A: See Addendum 1 Q&A No. 3.
15. Would the organization like to see pricing for products that aren’t outlined in scope of work (i.e.
Employee Document Management, Benefits, Pro-active Recruiting Tool)?
A: Not for the purpose of this proposal. It may be helpful in the future.
16. What information needs to be integrated both imports/exports? Would this need to be an API or SFTP transfer?
A: The City’s current ERP is Central Square Naviline; integration would need to be via SFTP.
17. Do you conduct training for any learners that aren’t employees? If so, how many external learners?
A: No, we do not.
18. Where/How are you currently conducting training for employees? (Third Party vendor, existing courses, etc.) Do you have a need for importing historical training records and if so how many?
A: Training is conducted via an online LMS; we also periodically upload customed trainings. If a vendor has the capability to upload/input historical trainings, we would be interested in hearing about it. The number of files would be determined at a later date.
19. Do you have a need for importing historical certifications & licenses? Will you need this ongoing from external sources?
A: No, we do not need this.
20. Are you looking to replace your current HR, Benefits, Time & Attendance, and keep your own payroll or do you want to replace your payroll system as well?
A: The City would first like to implement a conversion to the new HR software. Then, we will consider payroll. The City currently uses UKG Pro for time keeping.
All other areas of RFP 26-03 remain unchanged.
END OF ADDENDUM NO. 2
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