Provision of a Software System and Related Professional Services for the Implementation of a Human Capital Management and HR Information System (HRIS)

The City of Cleveland, Ohio, located in Cuyahoga County, is seeking qualified software providers, vendors, and system integrators to implement a comprehensive Human Capital Management (HCM) and HR Information System (HRIS). The procurement aims to replace the current disparate point solutions with a modern, integrated platform supporting Hire-to-Retire and Payroll business capabilities for approximately 8,000 employees. The RFP, issued on November 28, 2023, with proposals due on January 12, 2024, requires a solution covering functional areas including applicant tracking, scheduling, benefits administration, compensation management, employee relations, learning management, payroll, performance reviews, and time and attendance. An optional pre-proposal conference is scheduled for December 7, 2023, and the project targets a go-live no later than January 2026, with implementation anticipated in late second or early third quarter of 2024. The evaluation process will be comprehensive, assessing proposals based on functionality, technical capabilities, implementation approach, vendor experience, and references, with multiple phases including initial compliance review, short-list identification, finalist selection, reference checks, and cost evaluation.

The City has established a standard subcontracting goal of 10% for Cleveland Area Small Business (CSB) participation and is committed to providing economic opportunities for Minority Business Enterprises (MBEs) and Female Business Enterprises (FBEs). Current systems being replaced include ADP, NEOGOV, Kronos, and TeleStaff, which will require data conversion and integration. The procurement allows for various deployment models, including Software as a Service (SaaS), vendor-hosted, and City-hosted solutions, with a requirement that hosting and data access occur within the contiguous United States. While specific budget details are not explicitly stated, the comprehensive nature of the requirements suggests a significant enterprise-level technology investment. The City anticipates an initial five-year software term with options to renew for three additional one-year terms, and a two-year professional services term with potential one-year renewal options. Proposers must comply with the Cleveland Area Business Code and Office of Equal Opportunity (OEO) requirements, and are expected to provide pricing details for licensing, implementation, maintenance, and optional services, with no price increases expected in the first five years and subsequent annual increases limited to 3%.