Project Information

Bid Title

Human Capital Management Enterprise System

Issuing Agency

City of Surprise

Location

Arizona

Published Date

Jan 2, 2025

Closing Date

Feb 14, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Project ID:

Title: Human Capital Management Enterprise System

Addenda: 0

Release Date: 1/2/2025

Due Date: 2/14/2025

Post Information

Posted At:Thu, Jan 2, 2025 8:00 AMSealed Bid Process:Yes (Bids Sealed / Pricing Sealed)Private Bid:No

Overview

Summary

In addition to soliciting written responses, this document provides information to assist Offerors in preparing their responses and facilitates the subsequent evaluation and comparison process. In that regard, this RFP:

• Provides information essential to soliciting meaningful recommendations and realistic commitments from the Offerors
• Specifies the desired format and content of Proposals in response to this RFP
• Outlines the City’s evaluation and selection procedures
• Establishes a schedule for the preparation and submission of Proposals in response to this RFP
  
  
• This RFP and the selected Proposal in response to this RFP will be incorporated into the contract resulting from this solicitation.

• Project Objectives

  The overall goal of this project is to take advantage of the newest technology and harness efficiencies by reviewing business processes and implementing technology to enhance existing business processes performed by City departments. The City is planning to replace its current software systems environment with a new system or combination of software systems, and to adopt systems functionality to support core processes. In doing so, the City seeks to address several challenges in the current environment, and gain future efficiencies, including, but not limited to the following Key Objectives and Outcomes:

  • Enhance operational effectiveness with an online portal by making more timely, accurate, and complete information available to citizens, City personnel, and vendors
  • Improve internal and external communications using information technology
  • Enhance workflows to support increased automation and operational efficiencies by streamlining business processes
  • Increase productivity by eliminating redundancy and unnecessary and manual tasks

Background

• The City aims to leverage new technology to enhance business processes and operational efficiencies. The project involves replacing the current software systems with new or combined systems to support core processes. Key objectives include improving operational effectiveness through an online portal, enhancing internal and external communications, streamlining workflows for increased automation, and boosting productivity by eliminating redundant tasks. Current challenges include reliance on paper forms for onboarding, lack of time entry rules, and inadequate tracking of employee certifications and leave management. The City also faces issues with integrating applicant tracking, performance management, and core HR systems. To address these, the City plans to select and implement a new or upgraded software system, as detailed in the project scope.

Timeline

Release RFP Date:

January 2, 2025

Optional Pre-Proposal Meeting (Non-Mandatory):

January 14, 2025, 9:00am

All times are Phoenix, Arizona time.

3rd Floor CH 3F N3-260 Atrium
Video conference:
https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting

Meeting ID: 217 401 029 88
Passcode: vW23uz3o
or
Dial in by phone
+1 480-561-5974, 200583736#
United States, Phoenix
Phone conference ID: 200 583 736#

Final Date/Time for Questions:

January 15, 2025, 10:00am

Question Response Deadline:

January 17, 2025, 5:00pm

RFP Due Date/Time:

February 14, 2025, 12:00pm

Anticipated Contract Award:

April 18, 2025

Commodity Codes

• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541612Human Resources Consulting Services

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