Poll Worker Payroll System SaaS Re-Bid

The City of Jacksonville, Florida, through the Duval County Supervisor of Elections, is requesting proposals for a Software-as-a-Service poll worker payroll administration system with proposals due July 17, 2026, at 4:00 PM Eastern Standard Time — effectively a one-day window from posting.

Mandatory minimum eligibility requirements include a minimum of three consecutive years of experience delivering payroll, timekeeping, or workforce management solutions; proper licensure to operate in Florida; and, for Duval County–located contractors, a current business tax receipt. Respondents must provide three business references (government references strongly encouraged) and submit audited or reviewed financial statements demonstrating financial capacity.

The scope encompasses poll worker profile and records management, compensation rate management, time and attendance capture, workflow and approval management, secure payroll processing, integration with financial and HR systems, reporting and analytics, self-service portals, mobile accessibility, and communication and notification capabilities. The system must be modern, secure, and capable of replacing legacy manual processes.

The initial contract term is one year with two one-year renewal options, both subject to supplier and City approval. No contract value is stated. Pricing must remain firm for the first contract year; any escalation or de-escalation requests thereafter are subject to City approval based on Consumer Price Index documentation or documented industry-wide increases.

Evaluation uses a 200-point maximum system: functional coverage (40 points), implementation methodology (5 points), relevant experience (20 points), financial stability (10 points), cost (25 points), core payment workflow execution (40 points), financial and accounting integration (25 points), worker experience and self-service capabilities (15 points), and security, permissions, and operational support maturity (20 points). The City reserves the right to short-list up to three highest-ranking contractors and require full system demonstrations with sandbox environments. The City may reject all bids or amend its award notice prior to contract execution. Federal funding does not apply.