Project Information

Bid Title

Payroll and Human Resources Information System (HRIS)

Issuing Agency

City of Seneca

Location

South Carolina

Published Date

Apr 28, 2026

Closing Date

May 12, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP-2026-04-15-COS

Original Source

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Bid Documents

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Project Description

Bid Number	Description	Attachments	Deadline	Award
RFP-2026-04-15-COS	Payroll and Human Resources Information System (HRIS)	Request for Proposal Addendums	May 12, 2026 (2:00PM)

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REQUEST FOR PROPOSALS

PROJECT NAME:

DESCRIPTION:

DATE ISSUED:

Payroll and Human Resources Information System (HRIS)

The City of Seneca is soliciting proposals from qualified vendors to provide a

comprehensive, fully integrated Payroll and Human Resources Information

System (HRIS).

Wednesday, April 15, 2026

CONTACT:

Alena Pelfrey: HR Director |864.885.2710| apelfrey@seneca.sc.us

PRE-BID MEETING:

BID SUBMISSION:

(Public Bid Opening)

This project does not require a pre-bid meeting.

Tuesday, May 12, 2026 at 2:00 PM EST

Hand Delivery: 221 E. North 1st St, Seneca, SC 29678

Mail: PO Box 4773, Seneca, SC 29679

Reference: Payroll and Human Resources Information System (HRIS)

Attention: Alena Pelfrey

*Bids must be submitted in a sealed package with project name and

opening date printed on the exterior. Late bids will not be accepted.

NAME OF AGENCY (Full legal name of business submitting the bid)

AWARD &

Award and Amendment information will be available at the physical address listed

AMENDMENTS: above, at www.seneca.sc.us or by contacting Alena Pelfrey at 864.885.2710 or

apelfrey@seneca.sc.us .

ACKNOWLEDGMENT OF

AMENDMENTS

Agency

acknowledges

receipt of amendments by

indicating

amendment

number and issue date.

Amendment

Number

Amendment

Issue date

Amendment

Number

Amendment

Issue date

Drug Free Workplace Certification: By submitting a Bid/Proposal, the Agency certifies that, if awarded a

contract, the Agency will comply with all applicable provisions of The Drug-free Workplace Act, Title 44,

Chapter 107 of the South Carolina Code of Laws, as amended.

You must submit a signed copy of pages 1-2 with your Bid/Proposal. By submitting a bid or proposal, You

agree to be bound by the terms of the Solicitation. You agree to hold Your Bid open for a minimum of thirty

(30) calendar days after the Opening Date. You agree that your bid can be made public under the Freedom

of Information Act, 5 U.S.C § 552. The City of Seneca reserves the right to reject any and all bids, and to

waive any informalities or irregularities.

NAME OF AGENCY (Full legal name of business submitting the bid)

AGENCY’S TYPE OF ENTITY:

(Check one)

□ Sole Proprietorship

PRINTED NAME (Printed name of person signing below)

□ Partnership

□ Corporation (tax-exempt)

□ Corporate entity (not tax-

TITLE (Business title of person signing above)

exempt)

□ Government entity (federal,

state,

or local)

□ Other ________________________

Instructions regarding Agency’s name: Any award issued will be issued to, and the contract will be

formed with, the entity identified as the Agency above. A bid may be submitted by only one legal

entity. The entity named as the Agency must be a single and distinct legal entity. Do not use the name

of a branch office or a division of a larger entity if the branch or division is not a separate legal entity,

i.e., a separate corporation, partnership, sole proprietorship, etc.

STATE OF INCORPORATION (If Agency is a corporation, identify the state of Incorporation.)

TAXPAYER IDENTIFICATION NO.

STATE LICENSE NO.

HOME OFFICE ADDRESS (Address of principal place of business): PAYMENT ADDRESS (Address to which payments will be

sent.)

EMAIL:

PHONE:

By signing below, the Agency certifies they are qualified and hold all licenses, permits and regulatory

authority to perform the scope of work set forth in the bid/proposal documents. Upon request, proof

of licenses, permits and regulatory authority must be provided to the owner prior to contract award.

AUTHORIZED SIGNATURE (Person signing must be authorized to

submit a binding bid/proposal to enter contract on behalf of Agency named

above.)

DATE:

TOTAL PROPOSED PRICE (if applicable):

$

****Include pages 1 & 2 with your bid****

CITY OF SENECA, SOUTH CAROLINA

REQUEST FOR PROPOSALS

Payroll and Human Resources Information System (HRIS)

I. PURPOSE

The City of Seneca is seeking proposals from qualified vendors for a comprehensive, fully

integrated Payroll and Human Resources Information System (HRIS). The City employs

approximately 211 staff across 22 departments and currently uses Incode. We are looking for

a modern, secure, efficient, and scalable solution to support payroll processing, human

resources management, and regulatory compliance.

II. PROJECT OBJECTIVES

The proposed system is expected to integrate with the City’s existing financial system

(Incode) to ensure accurate and efficient financial reporting and general ledger functionality.

• Modernize payroll processing and human resources recordkeeping through a secure,

fully integrated HRIS system.

• Ensure compliance with all applicable federal, state, and local regulations.

• Provide employees and supervisors with secure self-service access to pay information,

tax documents, benefits, and time-off management.

• Streamline HR and payroll processes including onboarding, performance management,

benefits administration, and reporting.

• Improve operational efficiency and reduce administrative time and errors through

automation and system integration.

• Implement a scalable solution that supports the City’s continued growth and integrates

with the City’s existing financial systems.

III. SCOPE OF SERVICES

The proposed solution must include, at a minimum, the following functional components:

• Payroll Processing

o Weekly payroll processing and support for multiple pay groups

o Configurable pay rules and multiple overtime calculations

o Tax calculations, filings, and compliance with federal and state regulations

o Garnishments, deductions, retirement contributions, and benefits deductions

o Affordable Care Act (ACA) tracking and reporting

o Year-end processing and reporting (W-2, 1095-C, and related forms)

o Direct deposit to multiple accounts and optional paper checks

o User-defined limits, automated updates, and audit trails

• Time & Attendance

o Supports multiple departments and pay groups

o Includes web-based, mobile, and (if applicable) biometric time tracking

o Provides scheduling, leave management, and overtime calculation

o Ensures compliance with FLSA and applicable state labor laws

o Includes automated alerts, approval workflows, and real-time reporting dashboards

o Maintains secure audit trails

o Integrates seamlessly with payroll and the City’s existing Incode Finance system

• Human Resources Management

o Electronic personnel records management

o Onboarding and offboarding workflows

o Performance evaluations

o Training and certification tracking

o Position and job history tracking.

• Employee Self-Service

o View pay history, W-2’s, and tax documents

o Submit and approve time-off requests

o Update personal information

o Access benefit information

• Compliance & Reporting: The system must support compliance and reporting

requirements, including but not limited to:

o FLSA

o EEOC reporting

o OSHA recordkeeping

o ACA compliance

o IRS and state tax reporting

o South Carolina Retirement System

• System Integrations: The proposed solution is expected to integrate with the City’s

existing financial system (Incode), including General Ledger export functionality.

Vendors shall clearly describe integration methods (e.g., API, file-based, real-time, or

batch processing) and identify any additional costs associated with integration.

• Benefits Administration

o Enrollment and eligibility tracking

o Dependent tracking

o Automated deductions

o Carrier reporting and electronic data interchange

o Leave tracking and benefit statements

o Workers’ compensation tracking

• ADA Compliance: The system must be WCAG 2.1 Level AA compliant.

IV. DATA SECURITY & RISK MANAGEMENT

Due to the sensitive nature of payroll and human resources data, the City of Seneca requires

the highest standards of security, privacy, and system liability. Vendors must clearly describe

how their solution meets or exceeds the following requirements.

• Data Ownership & Confidentiality

o All data processed, stored, or generated by the system shall remain the sole property

of the City of Seneca.

o Vendor shall not access, use, disclose, sell, or mine City data except as necessary to

provide contracted services.

o Upon termination of the contract, vendor shall provide a complete export of all City

data in a mutually agreed, usable format at no additional cost within thirty (30) days

of termination.

o Vendor must comply with applicable South Carolina laws, including the South

Carolina Freedom of Information Act (FOIA), and acknowledge that certain records

may be subject to public disclosure.

• Security Standards

o Current SOC 1 Type II and SOC 2 Type II reports (or equivalent independent audit).

o Encryption of data in transit (TLS 1.2 or higher) and at rest (industry standard

encryption).

o Role-based access controls and support for multi-factor authentication.

o Audit logging of system and payroll-related activity.

o Regular vulnerability management and security testing.

o Compliance with applicable federal and state regulations, including FLSA, ACA, IRS

requirements, EEOC reporting, OSHA recordkeeping, and South Carolina Retirement

System reporting.

o The City reserves the right to request updated SOC reports and to conduct or

commission independent security assessments of the vendor's systems with

reasonable notice.

• Incident Response & Insurance

o Vendor must maintain a documented incident response plan.

o The City must be notified within twenty-four (24) hours of discovery of any breach or

unauthorized access involving City data.

o Vendor shall cooperate fully with investigation and remediation efforts.

o Vendor must maintain cybersecurity/data breach liability insurance with minimum

coverage of $5,000,000 per occurrence, unless otherwise approved by the City, and

shall provide proof of coverage upon request.

• Business Continuity & System Reliability

o Vendor must provide a documented disaster recovery and business continuity

procedures.

o Vendor must disclose Recovery Time Objective (RTO) and Recovery Point Objective

(RPO).

o Data must be regularly backed up and stored securely.

o Vendor must maintain regular system monitoring and timely security updates.

V. VENDOR QUALIFICATIONS

• Demonstrated experience implementing HRIS/payroll solutions for municipalities or

public sector organizations.

• References from at least three (3) clients of similar size and complexity

• Average implementation timeline for organizations of similar size.

• Ability to provide training and ongoing technical support.

o Include helpdesk hours, response times

• Compliance with applicable data security standards.

• Description of internal security governance and compliance oversight.

VI. PROPOSAL SUBMISSION REQUIREMENTS

Proposals must include all requested information:

1. Company & Experience

a. Company overview, years in business, and corporate structure

Commodity Codes

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

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