RFI 2027-02-VPA HCM Redesign & Integration

The Virginia Port Authority is soliciting information and budgetary proposals from qualified software suppliers for the design and implementation of a new Human Capital Management system to replace its current HR/Payroll solution, with RFI responses due August 6, 2026 at 2:00 p.m. ET. This is an RFI, not a binding procurement; award date and contract term are not established.

The scope spans gap analysis and implementation roadmap, parallel payroll testing, data extraction and migration, payroll configuration redesign, integration replacement, reporting and compliance transition, staff training and change management support, and cutover and decommissioning of current software. Work is performed on-site and remotely at VPA's Financial Services Center, 1431 Terminal Blvd, Norfolk, Virginia 23505.

Minimum qualifications require demonstrated experience implementing HCM software, prior work with public-sector or unionized labor payroll, and ability to engage cross-functional teams. Respondents must address 20 specific questions covering ADP conversion experience, data extraction and conversion approaches, handling of complex payroll elements, tax management capabilities, integration methods, reporting and analytics tools, training formats, audit trails, experience with unionized labor and port authorities, gap analysis methodology, key personnel assignments, and billing structure with estimated project costs. Responses are limited to 10 single-sided (or 5 double-sided) pages, 12-point font minimum, and must be submitted electronically in PDF format. Respondents must provide three references for similar projects.

Clarification questions are due July 23, 2026 at 2:00 p.m. ET. Proposals should address modernizing payroll and HR operations, improving integration capabilities, and resolving current limitations including reporting constraints, manual workarounds, and scalability challenges. Submit responses to procurement agent Drew Pascoe at ProposalsVPA@PortofVirginia.com. All documentation provided becomes VPA property; respondents bear all response expenses.