Project Information

Bid Title

HUMAN RESOURCES DIGITAL ARCHITECTURE AND PROCESS DISCOVERY SERVICES

Issuing Agency

Erie County

Location

New York

Published Date

Feb 12, 2026

Closing Date

Mar 13, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Department	Title	Submission Deadline	Additional files
PERSONNEL	HUMAN RESOURCES DIGITAL ARCHITECTURE AND PROCESS DISCOVERY SERVICES	Friday, March 13, 2026

Attachment Preview

ERIE COUNTY

REQUEST FOR PROPOSAL (RFP)

FOR HUMAN RESOURCES DIGITAL

ARCHITECTURE AND PROCESS DISCOVERY

SERVICES

RFP # 2026-021VF

February 11, 2026

DEPARTMENT OF PERSONNEL

EDWARD A. RATH COUNTY OFFICE BUILDING

95 FRANKLIN STREET

BUFFALO, NEW YORK 14202

I. INTRODUCTION

A. Overview

Proposals are requested by the Erie County Department of Personnel for professional consulting

services to perform a comprehensive Human Resources (HR) Digital Architecture and Process

Discovery engagement. The County is undertaking a significant modernization of its enterprise

systems, including the migration of its legacy enterprise resource planning (ERP) environment to

SAP S/4HANA Cloud Private Edition and the implementation of SAP SuccessFactors as its strategic

Human Capital Management (HCM) platform. In addition, the County maintains an enterprise

content management and workflow automation platform, OnBase, which is widely used across

County departments. The selected consultant is expected to function as an independent advisor

to the County and not as an implementation vendor.

The County operates within a complex public-sector environment governed by County Charter

provisions, New York State Civil Service Law, local civil service rules, collective bargaining

agreements, and statutory payroll and retirement reporting requirements. Many HR and civil

service business processes require formal approvals, authorizations, certifications, and

documentation that must be retained as official County records. In parallel, the Department of

Personnel performs a wide range of internal operational workflows, including but not limited to

tracking new employee paperwork, appointment and status change packets, benefits and

retirement forms, personnel action documentation, job applications, and employee personnel

files.

Historically, these approval, authorization, and internal operational workflows have been

supported through a combination of custom ERP functionality, manual paper-based processes,

spreadsheets, shared drives, and standalone electronic workflows. As the County modernizes its

technology environment, it seeks to establish a clear and sustainable digital architecture that

distinguishes between:

• Systems that serve as the authoritative systems of record for employee, position, payroll,

and benefits data; and

• Systems that support legally required approval and authorization workflows and the

Department of Personnel’s internal operational case management and document-

tracking processes.

The purpose of this RFP is to procure an independent, vendor-neutral consultant to assess

current-state HR and civil service business processes, document existing approval, authorization,

and internal Personnel workflows, and design a future-state digital architecture that defines how

HR transactions, approvals, data, and documents should be supported across SAP S/4HANA,

SuccessFactors, OnBase, and related County systems. The engagement will result in a County -

owned set of architectural artifacts, process maps, integration concepts, and an implementation

roadmap, as well as an RFP-ready functional and technical scope to support subsequent

procurement of implementation and integration services.

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This RFP is for planning, analysis, and design services only and does not include software

configuration, development, or implementation. The County intends to use the results of this

engagement to inform future competitive procurements.

The County seeks to select the proposer that demonstrates strong public-sector HR

modernization experience, deep business analysis and enterprise architecture capabilities, and a

practical understanding of civil service–driven approval environments and internal HR

operational workflows.

B. Organizational Background

The Erie County Department of Personnel serves as the County’s central civil service agency and

human resources department. The Department is responsible for administering New York State

Civil Service Law and local civil service rules; maintaining classification and position control

systems; conducting recruitment and examinations; establishing and maintaining eligible lists;

certifying payrolls; and overseeing appointments, promotions, transfers, demotions, leaves, and

separations. The Department also administers core Human Resources functions including

onboarding, employee status changes, compensation administration, benefits and retirement

processing, records management, and coordination with labor relations on disciplinary and

contractual matters.

For the County’s executive branch departments, the Department of Personnel functions as the

de facto appointing authority, processing and certifying most personnel actions on behalf of

those departments. In this capacity, the Department acts as a centralized hub through which a

high volume of legally required approvals, certifications, and documentation must flow.

In parallel, certain County entities operate as independent, in-house appointing authorities with

their own internal HR staff and decentralized intake processes, including the Offices of elected

officials and the Erie County Library System. While these entities perform portions of their HR

and civil service processing internally, their actions remain subject to the same statutory,

regulatory, and reporting requirements and must integrate with Countywide systems and

records maintained by the Department of Personnel.

In addition, the Department of Personnel exercises an approval and oversight role with respect

to certain independent, outside appointing authorities (e.g., local agencies and jurisdictions

subject to County civil service administration). These entities maintain their own internal HR and

payroll systems and are not required to integrate with County enterprise systems; however,

specified personnel actions and reports must be reviewed, approved, or received by the

Department of Personnel in accordance with law and rule.

As a result, Erie County’s HR environment is inherently hybrid—combining centralized

processing, decentralized initiation, and legally mandated oversight by the Department of

Personnel. Any future-state digital architecture must be capable of supporting this hybrid

operating model, enabling consistent compliance, standardized approvals, and transparent

tracking while accommodating varying operational structures across departments and

appointing authorities.

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C. Concurrent Enterprise ERP Modernization

Erie County is simultaneously conducting a separate procurement to migrate its existing SAP ECC

environment to SAP S/4HANA Cloud Private Edition, including the implementation of SAP SuccessFactors

as the County’s strategic Human Capital Management platform. That initiative will address system

conversion, data migration, and modernization of core ERP and HCM functionality.

This Human Resources Digital Architecture and Process Discovery engagement is intended to run

concurrently with, and inform, that ERP modernization effort. Proposers should assume that SAP

S/4HANA and SAP SuccessFactors will serve as the County’s core systems of record and should design

future-state architecture, workflow placement, and integration concepts that are compatible with that

concurrent modernization effort.

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II. PROPOSAL PROCEDURES

A. Anticipated Schedule of Proposal

The following schedule is for informational purpose only. The County reserves the right to amend this

schedule at any time.

Issue RFP:

February 11, 2026

Deadline to Submit Written Questions:

February 20, 2026 at 4:00 p.m.

Deadline to Request WebEx Access:

February 23, 2026 at 4:00 p.m.

Bidder’s Conference:

February 24, 2026 (via WebEx)

Responses to Questions Posted:

On or before February 27, 2026

Proposals Due:

March 13, 2026 at 3:30 p.m.

Selection Made:

60 days following due date

Contract Signed:

Following all necessary County approvals

B. General Requirements

1. Each proposal shall be prepared simply and economically avoiding the use of elaborate

promotional materials beyond what is sufficient to provide a complete, accurate and reliable

presentation.

2. One (1) original and five (5) copies shall be submitted by all proposers.

3. Proposals MUST be signed using the attached Exhibit A: Proposer Certification. Unsigned

proposals will be rejected.

4. Submit the proposals to:

Commissioner Brian C. Bray

Erie County Department of Personnel

95 Franklin St. Room 604

Buffalo, NY 14202

All proposals must be delivered to the above office on or before March 13, 2026, before 3:30

p.m. Proposals received after the above date and time will not be considered. The County is

under no obligation to return proposals.

5. Requests for clarification of this RFP must be written and submitted to Commissioner Brian C.

Bray at 95 Franklin Street, Room 604, Buffalo, New York 14202 or via email to Brian.Bray@erie.gov

no later than 4:00 PM on February 20, 2026. Formal written responses will be posted by the

County via the County Website on or before February 27, 2026. NO COMMUNICATIONS OF ANY

KIND WILL BE BINDING AGAINST THE COUNTY, EXCEPT FOR THE FORMAL WRITTEN RESPONSES

TO ANY REQUEST FOR CLARIFICATION.

6. Proposers may be required to give an oral presentation to the County to clarify or elaborate on

the written proposal. Those proposers will be notified to arrange specific times.

7. No proposal will be accepted from nor any agreement awarded to any proposer that is in arrears

upon any debt or in default of any obligation owed to the County. Additionally, no agreement will

be awarded to any proposer that has failed to satisfactorily perform pursuant to any prior

agreement with the County.

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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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