Project Information

Bid Title

Human Resources Management Services

Issuing Agency

State Government of Iowa

Location

Iowa

Published Date

Feb 11, 2026

Closing Date

Mar 13, 2026

Government Level

State & Local

Status

Closed

Ref. #

Madison County, Iowa RFP – HR Services

Original Source

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Project Description

Bid Information

Bid Number

Madison County, Iowa RFP – HR Services

Solicitation

Human Resources Management Services

Solicitation Type

Request for Proposals

County

Madison

Description

Description

Madison County, Iowa is soliciting sealed proposals from qualified firms or individuals to provide outsourced Human Resources services under contract for approximately 140 county employees.

Agency Information

Number

61

Name

Madison County

Address 1

112 North John Wayne Drive

Address 2

City/State/Zip

Winterset, IA 50273

Contact Information

Contact Name

Heather Stancil

Contact Title

Supervisor

Contact Email

hstancil@madisoncounty.iowa.gov

Contact Phone Number

(515) 991-6905

Contact Phone Extension

Contact Other Number

Contact Fax Number

Valid Dates

From

2/10/2026 1:52:00 PM

Until

3/13/2026 5:00:00 PM

Documents/Attachments

Madison County, Iowa RFP – HR Services

2/11/2026 12:54:48 PM

Attachment Preview

MADISON COUNTY

Request for Proposal (RFP)

Human Resources Management Services

Issue Date: Tuesday, February 10, 2026

Proposal Due Date/Time: Friday, March 13, 2026

Submitted To:

Madison County Board of Supervisors

c/o County Auditor Michele Brant

112 N. John Wayne Dr.

Winterset, IA 50273

1. Introduction and Purpose

Madison County, Iowa is soliciting sealed proposals from qualified firms or individuals to provide

outsourced Human Resources services under contract for approximately 140 county employees. The

selected proposer will serve as the County’s primary HR leadership resource and will be responsible for

planning, directing, and administering comprehensive human resources programs in alignment with

County policies, Iowa law, and federal regulations. This RFP will result in a professional services contract,

subject to approval by the Board of Supervisors.

Below is information relating to the expected services, information to be included in the proposal, a list of

key dates, and the criteria that will be used to review the proposals.

Each bidding firm will submit three sealed (3) hard copies and one sealed (1) digital copy (USB) of its

proposal by the deadline of 4:00 p.m., Friday, March 13, 2026 to:

Madison County Board of Supervisors

Attn: County Auditor Michele Brant

112 N. John Wayne Dr.

Winterset, IA 50273

Mark the envelope: “Proposal for Human Resource Services RFP – [Firm Name]”.

Faxed proposals will not be accepted.

Emailed proposals will not be accepted.

For further information please contact:

Name: County Auditor Michele Brant

Email: mbrant@madisoncounty.iowa.gov

Madison County, Iowa RFP – HR Services

pg. 1

2. Organizational Overview

The County operates under the administrative direction of the Board of Supervisors and employs

personnel across multiple departments and elected offices. The selected HR services provider will work

closely with the Board of Supervisors, County Auditor, any designated HR staff, department heads,

elected officials, county employment attorneys and our current benefits providers to ensure consistent,

lawful, and effective human resources operations.

3. Scope of Services

The contractor shall provide strategic, operational, and advisory HR services including, but not limited to,

the following:

A. Human Resources Policy & Compliance

1. Research, develop, update, and maintain County HR policies, including the employee

handbook.

2. Evaluate effectiveness of existing policies and recommend revisions as needed.

3. Monitor and ensure compliance with all applicable federal and Iowa employment laws and

regulations.

4. Manage HR-related public records requests in compliance with Iowa public records law.

5. Serve as HIPAA Privacy Officer for HR-related matters.

6. Coordinate with county legal counsel as appropriate

B. Employee Relations & Performance Management

1. Serve as the County’s primary authority on employee relations matters.

2. Conduct or oversee internal employee investigations.

3. Mediate employee conflicts and disputes.

4. Develop and monitor corrective action and performance improvement plans.

5. Support supervisors in performance evaluation processes.

6. Make recommendations regarding disciplinary actions, promotions, and terminations in

consultation with the county’s legal counsel.

C. Classification, Compensation & Benefits Administration

1. Conduct position analysis and evaluate job descriptions and classifications.

2. Administer the County’s compensation programs and make recommendations to ensure

market competitiveness.

3. Administer employee benefits in coordination with our benefits provider, including:

o Open enrollment coordination

o Benefits communication and employee meetings

o Enrollment processing and payroll premium coordination

o COBRA administration

o Claims data analysis and reporting to the Board of Supervisors

4. Track and administer FMLA requests, documentation, return-to-work coordination and any

payroll change coordination.

5. Administer workers’ compensation claims, OSHA reporting requirements and any payroll

change coordination.

D. Recruitment, Hiring & Separation

1. Train and assist department heads and elected officials on lawful hiring practices.

Madison County, Iowa RFP – HR Services

pg. 2

2. Manage the full recruitment lifecycle, including:

o Job postings and advertising

o Application tracking

o Background checks

o Physicals and drug testing

o Candidate screening and interviewing support

o Reference checks

o Offer letters

3. Coordinate onboarding and new employee orientation.

4. Coordinate with county legal counsel as appropriate

5. Manage employee separation processes, including:

o Final pay calculations

o Exit interviews

o COBRA notices

o Required documentation and reporting

E. Records Management

1. Maintain and oversee personnel files in compliance with federal and state record retention

laws.

2. Establish and enforce HR record retention policies.

3. Ensure confidentiality and security of HR data

F. Labor Relations & Safety

1. Assist the Board of Supervisors and county legal counsel with collective bargaining and union

contract negotiations as requested.

2. Act as the primary contact for workplace injuries and safety incidents.

3. Coordinate workplace safety initiatives and regulatory compliance

G. General HR Administration

1. Conduct employment verifications.

2. Provide regular HR reports and updates to the Board of Supervisors.

4. Governance and Authority

1. The contractor shall act as the County’s designated HR Director for operational purposes.

2. Final employment actions remain with the Board of Supervisors, applicable department heads, or

as required by law or upon advice of county legal counsel.

3. The contractor shall have authority to:

o Interpret HR policies

o Direct supervisors and department heads on HR compliance matters

o Conduct investigations and issue recommendations

4. The contractor shall always maintain independence and professional judgment.

5. Service Delivery Expectations

Proposers should describe:

1. Proposed service delivery model (on-site vs. remote, hours per week/month)

2. Availability for meetings with Board, department heads, and employees

3. Communication protocols

4. Response time & coverage commitments for employee relations issues, inquiries and compliance

matters

Madison County, Iowa RFP – HR Services

pg. 3

5. Use of HR systems, tools, or software

6. Approach to confidentiality and data security

The contractor must be prepared to administer services in compliance with applicable Iowa laws,

including:

 Iowa Civil Rights Act (Iowa Code Chapter 216) - prohibits unfair employment practices,

including discrimination in hiring, classification, terms and conditions of employment based on

protected characteristics.

 Iowa public employer rights (Iowa Code §20.7) - confirms public employer authority to direct

work and manage personnel matters.

 Equal employment opportunity and nondiscrimination requirements - contractors must

incorporate nondiscriminatory hiring and employment practices, consistent with state policy

promoting equal opportunity.

Proposers are responsible for maintaining compliance with all applicable federal and state employment

laws, including but not limited to wage and hour laws, nondiscrimination, FMLA, ADA, and workers’

compensation requirements.

6. Qualifications and Experience

Proposers must demonstrate:

1. Proven experience/qualifications providing senior-level HR leadership services.

2. Knowledge of Iowa Code and federal employment laws.

3. Experience with public sector, county, or unionized environments (preferred).

4. Ability to manage sensitive matters with integrity and confidentiality.

5. Experience administering benefits, FMLA, workers’ compensation, and labor relations.

7. Proposal Submission Requirements

Proposals should include:

1. Executive summary

2. Organizational qualifications and experience; proposals by individuals must be able to meet

County background and security requirements

3. Proposed service delivery and staffing model

4. Relevant experience and references

5. Proposed pricing and fee structure

6. Recommendation for hours per week/month, with optional scalability

7. Conflict of interest disclosure

8. Proof of insurance (or ability to obtain upon award)

9. References

8. Pricing

Proposers shall submit a detailed pricing proposal, which may include:

 Fixed monthly or annual fee

 Hourly rates and expected hours per week/month

 Optional services pricing

 Assumptions and exclusions

9. Evaluation Criteria

Proposals will be evaluated based on:

Madison County, Iowa RFP – HR Services

pg. 4

 Cost / Value for the money

 Experience and qualifications

 Understanding of scope and proposed approach

 Public sector HR experience

 Service continuity and coverage plan

 References

 Risk management and compliance approach

10. Contract Terms

 Initial contract term: two (2) year with renewal options subject to Board of Supervisors approval

 The County reserves the right to reject any or all proposals

 The County reserves the right to waive irregularities or informalities

 Contract subject to approval by the Board of Supervisors

 Termination provisions as defined in the contract. Upon termination or expiration of the contract,

the contractor shall cooperate fully in transitioning HR records, systems, and processes to the

County or a successor provider.

 See Appendices A & B for further requirements

The final contract will establish terms for performance standards, reporting, confidentiality, data

protection, public records compliance, indemnification, and insurance.

11. Calendar

Milestone

RFP Issued

Questions Due

Proposals Due

Bid Opening & evaluation:

Anticipated Award:

Contract Start Date:

Date

Tuesday, February 10, 2026

Monday, March 2, 2026

Friday, March 13, 2026

Tuesday, March 17, 2026

Between Tuesday, March 17 & 24, 2026

Monday, June 1, 2026

Madison County, Iowa RFP – HR Services

pg. 5

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541612Human Resources Consulting Services

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