Human Resource Management Software

The City of Madison, Wisconsin's Human Resources and Information Technology Departments are seeking a comprehensive Human Resource Management (HRM) Software solution through RFP #14008-0-2025-BP. The procurement targets a cloud-hosted or SaaS platform focusing on four primary functional areas: Employee Onboarding/Offboarding, Employee Training (Learning Management System), Performance Management, and Records Management, with potential optional modules including recruitment, employee self-service, employee communications, and time management. Key deliverables include a robust system capable of integrating with existing technologies like Tyler Technologies ERP, NeoGov, TeamDynamix, and Microsoft 365, with a strong preference for seamless integration. The evaluation criteria will be weighted as follows: narrative proposal (25%), requirements compliance (40%), cost proposal (30%), and local vendor preference (5%). Potential vendors must submit proposals by March 11, 2025, at 2:00 PM Central Time, with questions due by February 12, 2025, and answers to be posted by February 21, 2025. The city anticipates implementation beginning in Q3 or Q4 2025, with a phased deployment over two subsequent years, and intends to contract with the selected vendor for at least seven years.

The RFP does not explicitly outline specific set-aside designations or restrictions for disadvantaged enterprises. The current system environment includes Tyler Technologies ERP for payroll and accounting, NeoGov for recruitment, TeamDynamix for IT service management, and multiple time-tracking systems like UKG and Timekeeper. The city employs approximately 3,000 permanent staff and 800 hourly/seasonal employees across more than 30 departments, serving approximately 3,740 total employees with an average annual growth of 23 staff members. While no specific budget range is detailed, the RFP emphasizes comprehensive system capabilities including mobile accessibility, multilingual support (English, Spanish, Hmong, and Mandarin), role-based access controls, and HIPAA compliance. The contract will require a cloud-hosted solution maintaining 99% uptime and meeting WCAG 2.1 AA accessibility standards, with the potential for future payroll system integration (though not to be implemented for at least five years). Vendors will be required to provide detailed implementation services, change management, data migration, and ongoing support throughout the contract period.