Project Information

Bid Title

City of Brentwood - Request for Proposal Payroll Systems

Issuing Agency

City of Brentwood

Location

Missouri

Published Date

Apr 3, 2026

Closing Date

Apr 24, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	City of Brentwood - Request for Proposal Payroll Systems
Category:	Services
Status:	Open

Publication Date/Time: 4/3/2026 12:00 AM Closing Date/Time: 4/24/2026 1:00 PM Related Documents: RFP - Payroll Services - Brentwood

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City of Brentwood

Request for Proposal

Payroll Systems

March 2026

General Information

The City of Brentwood (City) is requesting proposals from firms or individuals (Applicant) for providing payroll

processing and human capital management functions.

There is no expressed or implied obligation of the City to reimburse responding applicants for any expenses

incurred in preparing proposals in response to this request.

Background Information

The City of Brentwood has a population of approximately 8,200 in St. Louis County, Missouri and is currently

evaluating needs for the outsourcing of payroll processing and human capital management functions such as

providing a paperless solution for hiring, onboarding, performance evaluations, and offboarding/terminations

including ongoing benefit administration.

An ideal solution would automate many functions of payroll and human resource activities on an intuitive and

easy to use platform while maintaining accuracy and legal compliance for approximately 125 full time

employees and 50 part time employees. In addition to fulfilling the unique aspects of payroll and human

resource requirements, the payroll system will be heavily weighted in evaluation regarding the complexities

of a full-service city with Police, Fire, Recreation, Planning, Court, and Administrative Departments

Scope of Services

The City is searching for a solution that:

Payroll Processing – Timely and accurately processes payroll

Ideally, this involves automation of data collection through an integrated time and attendance platform

as described below. After a process is completed, the system will synthesize a journal entry that

accurately reflects the final payroll process.

Time and Attendance - Captures hours worked in real time to the nearest 15-minute interval.

Preferably, this is achieved by comparing an integrated scheduling solution that would peerlessly

handle time off requests and approvals. This would all be accessible through web browser and/or

app.

Employee onboarding and hiring

Ideally this system would be able to capture employee information during the onboarding process

including tax forms, direct deposit information, and benefit elections. Prior to that, it would assist with

potential hires including allowing a potential employee to enter background information and upcoming

interviews scheduled.

Employee Maintenance

This system will be required to maintain employee pay rates, pay scales, certifications, and job

descriptions. The system will provide this information to the employee in a clear and transparent way

and allow the employee to change information as needed in a self-service style. This system would

be an employee resource hub, and allow flexible workflows for pay change, benefits, and other payroll

and human resources processing . Initial, ongoing, and annual training will be required for any system

and should be expected to be provided at a minimum to ensure best practices are in use.

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City of Brentwood

Request for Proposal

Payroll Systems

March 2026

Benefits Administration

This system would allow for open enrollment events, employee self-service for new enrollment, and

other benefits changes and directly integrate those changes into the payroll processing system.

Employees would also be able to view various benefit vendor documents within benefits

administration.

Performance Management

Ideally, this system would allow management to complete a performance evaluation of subordinates

using job descriptions collected and housed in the employee maintenance portion of the solution. The

system would be capable of email reminders to supervisors of upcoming evaluations and provide an

intuitive and smooth solution for the completion of an effective evaluation.

Specifications for Response – (Please respond to each item)

1. Applicant Name, Address, and Contact Information (email and phone number)

2. Applicant Qualifications

3. List of similar projects including municipal projects

4. Listing of implementation and support staff

5. References-including municipal clients

6. Provide a cost summary within the first five (5) pages of the proposal in addition to the proposed

timeline of implementation and “go-live” while considering the timeline listed for selection below

Criteria for Selection

All submissions will be evaluated using the following criteria:

1. Compliance with the request.

2. Ability to address process and functional needs described in Scope of Services through

demonstrations and live test decks.

3. Experience with similar projects.

Special note that previous experience with area municipalities is highly desired on this project

Please familiarize yourself with FLSA standards surrounding pay for public safety with

special consideration to OB3 compensated and exempted overtime laws.

4. Depth and breadth of experience and qualifications for personnel assigned.

5. Thoroughness of proposal in conveying a clear understanding of City needs

6. Cost

Proposal Instructions

For consideration to be given to any submission pursuant to this RFP, 3 physical copies must be received by

1:00 PM on Friday April 24, 2026, at the following address:

City of Brentwood

RFP Response – Payroll Provider

% Octavia Pittman – City Clerk

2348 S. Brentwood Boulevard

Brentwood, Missouri 63144

No faxed, emailed, or late submission will be accepted. However, it is expected that an exact replica of the

response in electronic format be provided within a reasonable time at the request of City staff. The City will

not be responsible for submissions placed in the mail which do not arrive by the deadline.

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City of Brentwood

Request for Proposal

Payroll Systems

March 2026

Submissions received before the time of opening will be kept by the City Clerk securely and unopened.

Submissions received after the deadline will not be considered.

Contact with City Personnel

At no time shall the Applicant, its agent, representatives or contracted personnel contact or otherwise

communicate with City personnel except as described below. All questions relating to the RFP are due by

09:00 am on Monday, April 13, 2026. Responses to questions received by the deadline will be released via

an addendum which will be shared with all participants providing contact information. All questions and

contact information for those wishing to receive the addendum should go to tbell@brentwoodmo.org.

Probable Schedule:

• RFP issued on

• Addenda released

• RFP responses due (2:00 PM)

• Review submissions & Conduct Interviews/Demonstrations

• Recommendation of vendor to City Council

• Likely initial use of platform selected

04/03/2026

XX/XX/2026

04/24/2026

04/20/2026-05/8/2026

05/18/2026

January 1, 2027

Disposition and Disclosure of Submissions

All submissions in response to this RFP will become the property of the City and a matter of public record.

The Applicant must identify, in writing, all copyrighted material, trade secrets, or other proprietary information

that it claims is exempt from disclosure. Any Applicant claiming such an exemption must also state in this

submission that the applicant agrees to hold harmless, indemnify and defend the City and its agents, officials,

and employees in any action or claim brought against the City for its refusal to disclose such materials, trade

secrets or other proprietary information to any party making a request therefore. Any Applicant failing to

include such a statement shall be deemed to have waived its right to an exemption from disclosure.

Expiration of the Submission Contents

By submitting a response, the Applicant offers to enter into a Contract, the form and content of which shall be

agreed upon by both parties. The Applicant’s submission shall not be revocable for ninety (90) days following

the response deadline indicated above. The City reserves the right to waive any defects in the offer of any

vendor, to reject any or all offers, and to request additional information from any and all vendors.

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