Employee Relations Case Management Software and Services

San Bernardino County Human Resources Department is soliciting proposals for employee relations case management software and services under RFP HRD127-HR-6548, with questions due November 9, 2026 and proposals due December 14, 2026 at 5:00 p.m. A local-vendor preference applies: qualified local vendors receive a 5% preference in cost evaluation when they meet criteria including headquarters location within San Bernardino County, employment thresholds, business establishment duration, and tax compliance.

The County seeks a configurable Software-as-a-Service solution to centralize case management across HR Business Partners, Central Investigations, Equal Employment Opportunity, and Return-to-Work divisions. Required capabilities include complaint intake, case tracking, investigation management, accommodation tracking, collaboration tools, and reporting and analytics, along with AI-assisted capabilities. The system must support HIPAA compliance, role-based access controls, audit logging, integration with PeopleSoft or Oracle Cloud payroll systems, and segregated access for sensitive EEO and medical information. All County data must remain within the Continental United States, and the solution must support 99.9% uptime availability. Proposers submit through the County's Electronic Procurement Network (ePro), including organizational charts, implementation plans, three references, cost proposals, and compliance certifications.

The initial term runs three years, from March 2027 through March 2030, with options for two one-year renewals. Attachment E requires itemized one-time implementation costs and recurring annual software costs for Years 1–3 and optional Years 4–5, a licensing model (unlimited, named, concurrent, or tiered), user counts by role, and a five-year total cost of ownership summary.

Proposers are evaluated on qualifications and experience (15%), functional and technical capabilities (35%), implementation and project approach (20%), cost proposal (10%), references (5%), and interview, presentation, and demonstration (15%). The RFP was released October 26, 2026 at 12:00 p.m. Amendment 1 sets tentative presentations and demonstrations for January 2027 and a tentative contract award in March 2027.