Project Information

Bid Title

Comprehensive HRIS and Payroll Software

Issuing Agency

Galveston Park Board

Location

Texas

Published Date

Feb 5, 2026

Closing Date

Mar 6, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-003

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Bid Number:	2026-003
Bid Title:	Comprehensive HRIS and Payroll Software
Category:	Administration
Status:	Open

Description: The Park Board of Trustees of the City of Galveston (Park Board) is accepting Sealed Proposals for Comprehensive HRIS and Payroll Software. All questions shall be in writing, submitted o: For security reasons, you must enable JavaScript to view this E-mail address. Questions are due on or before Monday February 16, 2026, by 12:00 pm CST. Responses will be answered after the question deadline in the form of an Addendum. No responses will be given to questions submitted after the deadline. Questions submitted outside of Kelly Bender, Accounting Manager, will not be answered and any communication with another Department prior to award by Park Board of Trustees will disqualify the bid. Sealed bids must be submitted in writing to Kelly Bender, Accounting Manager, Park Board of Trustees, 601 Tremont, Suite 201, Galveston, Texas 77550, no later than 12:00pm CST on Friday March 6, 2026, clearly mark your submission “RFP 2026-003 Comprehensive HRIS and Payroll Software”. Proposals will be opened immediately after at 601 Tremont, Galveston, Texas 77550. Bids delivered via email or facsimile will not be accepted. Publication Date/Time: 2/5/2026 8:30 AM Publication Information: Galveston Daily News February 5 & February 12, 2026 Closing Date/Time: 3/6/2026 12:00 PM Submittal Information: Refer to RFP Document Bid Opening Information: Immediately after due Addendum Date/Time: 02/18/2026 Answers to Written Question Contact Person: Kelly Bender, Accounting Manager 601 Tremont, Suite 201, Galveston Texas 77550 kbender@galvestonparkboard.org or 409-797-5118 Business Hours: 8:30 A.M. - 5:00 P.M. Related Documents: RFP 2026-003 HRIS Payroll Software

Attachment Preview

PARK BOARD OF TRUSTEES

OF THE CITY OF GALVESTON (PARK BOARD)

SEALED REQUEST FOR PROPOSAL

Bid Number: 2026-003

Bid Title: Comprehensive HRIS and Payroll Software

Sealed Bid Closing Date: March 6, 2026, by 12:00 pm CST

Submittal: One (1) marked Original, and three (3) exact duplicate copies and one (1) electronic copy of your

completed proposal in a sealed envelope properly labeled and clearly marked with the RFP number and

description.

Contact: Kelly Bender, Accounting Manager

601 Tremont, Suite 201, Galveston Texas 77550

kbender@galvestonparkboard.org or 409-797-5118

No Proposals submitted after the above deadline will be accepted.

Key Event Schedule:

RFP Release Date

Written Questions Due

Questions Answered and Posted to Website

Bids Due to and Opened by Park Board

Anticipated Finance Committee Meeting

Anticipated Park Board of Trustees Meeting

Anticipated Award Date

February 5, 2026

February 16, 2026, by 12:00pm CST

February 18, 2026

March 6, 2026, by 12:00pm CST

April 14, 2026

April 28, 2026

May 1, 2026

The Park Board of Trustees of the City of Galveston is accepting Sealed Proposals for Comprehensive HRIS

and Payroll Software and Implementation Services, Galveston, TX. Refer to the Instruction to Bidders for

detailed information.

Qualified bids will be determined, and all vendors are subject to final approval by the Park Board of Trustees at

a Regular or Special Called meeting. The Park Board invites all vendors and encourages minority-owned, small

businesses and local entrepreneurs to consider Galveston Island as its next business venture.

The Park Board reserves the right to waive any formality and to reject any and all bids, or to accept any bid

which in its opinion is most advantageous.

REQUEST FOR PROPOSALS

1) Introduction

a) Project Overview: The Park Board of Galveston is requesting Proposals with the intent of Contracting

for the services contained in Scope of Services.

b) Questions: Following are contacts for questions as identified.

i) Scope of Service Questions: All questions related to the scope of services should be submitted in

writing to the contact person(s) noted in Scope of Services.

ii) Replies: Responses to inquiries which directly affect an interpretation or effect a change to this RFP

will be issued in writing by addendum and posted to Park Board website. All such addenda issued by

Park Board prior to the submittal deadline shall be considered part of the RFP. The Park Board shall

not be bound by any reply to an inquiry unless such reply is made by such formal written

addendum.

iii) Acknowledgement of Addenda: The Respondent must acknowledge all addenda by signing and

returning such document(s) or by initialing appropriate area of the Qualification document or the

submittal will be marked Non-Responsive.

c) Notification of Errors or Omissions: Respondents shall promptly notify the Park Board of any

omissions, ambiguity, inconsistency or error that they may discover upon examination of this RFP. The

Park Board shall not be responsible or liable for any errors and/or misrepresentation that result from the

submittal which are inadvertently incomplete, ambiguous, inconsistent or obviously erroneous.

d) Conflict of Interest Questionnaire (Form CIQ): A person or business, and their agents, who seek to

contract or enter into an agreement with the Park Board, are required by Texas Local Government Code,

Chapter 176, to file a conflict-of-interest questionnaire (FORM CIQ) which is found in Appendix C. The

form must be filed with the Park Board no later than seven (7) days after the date the person or business

begins contract discussions or negotiations with the Park Board, or submits an application, response to a

Request for Qualification or Proposals, correspondence, or other writing related to any potential

agreement with the Park Board. If no conflict exists, the offeror must mark the form Not Applicable or

NA and return with the packet.

e) Disclosure of Interested Parties Form 1295: A person or business, who enters into a contract with the

Park Board, meeting the conditions according to Texas Local Government Code Sec. 2252.908, is

required to file Form 1295 with Texas Ethics Commission. This form is not required unless there is a

contract between the vendor and the Park Board. Do not submit this form unless you receive an

award letter from the Park Board.

2) Contact Information

i) Mailing & Physical Address: Park Board of Trustees of the City of Galveston

601 Tremont, Suite 201, Galveston, Texas 7 7 5 5 0

ii) Point of Contact Email Address: Identified on the Cover Page

3) General Information

a) Tax Exempt Status: Park Board purchases are exempt from State Sales Tax and Federal Excise Tax.

Park Board will furnish Excise Tax Exemption Certificate upon request.

b) Public Inspection of Proposals: The Park Board strictly adheres to the Texas Public Information Act

(Texas Government Code Chapter 552.001, et seq.) and all other governing statutes, regulations, and

laws regarding the disclosure of RFP information. Qualification Documents are not available for public

inspection until after the contract award. If the Respondent has notified the Park Board, in writing, that

the Qualification Document contains trade secrets or confidential information, the Park Board will

generally take reasonable steps to prevent disclosure of such information, in accordance with the Public

Information Act. This is a statement of general policy only, and in no event shall the Park Board be

liable for disclosure of such information by the Park Board in response to a request, regardless of the

Park Board’s failure to take any such reasonable steps, even if the Park Board is negligent in failing to

do so.

c) All Respondents are hereby put on notice that if the Respondent is awarded a contract for procurement

of goods or services, the Park Board is entering into that contract in its governmental capacity, and not a

proprietary capacity.

d) The Park Board is required to verify, that company does not do business with Iran, Sudan, or any

Foreign Terrorist Organization, pursuant to Texas Government Code, Chapter 2252, Section 2252.152,

and Section 2252.153.

4) RFP Withdrawals and/or Amendments

a) RFP Withdrawal: The Park Board reserves the right to withdraw this RFP for any reason.

b) RFP Amendments: The Park Board reserves the right to amend any aspect of this RFP by formal written

Addendum prior to the submittal deadline and will endeavor to notify all potential Respondents that

have notified the point of contact of their intent to submit, but failure to notify shall impose no

obligation or liability on the Park Board.

5) Estimated Quantities

a) The Park Board does not guarantee to purchase any minimum or maximum quantity but does

contemplate purchasing exclusively during the term of the contract from the successful vendor(s).

6) Qualification Submittal Requirements

a) Submittal Packet – How to submit: All Proposals must be submitted in person or by mail at the

addresses in Section 2, above. No submittal will be accepted electronically, either by fax or email.

Proposals submitted electronically will be marked non-responsive. Submittals shall be sealed and

marked clearly with the Request for Proposals number, Request for Proposals name, closing date

and time, on the outside of the package or envelope. Unidentifiable Proposals will be unopened and

marked as non-responsive.

b) Submittal Packet – Required Contents: All items in this RFP are considered part of the Proposals

package. Submittals must include the package in its entirety; signed in the appropriate places by an

authorized representative of the company with an original signature. Proposals not including all of the

above will be considered non-responsive. A Submittal requires an Original signed document along with

any other copies or media source as indicated on the cover page. If requested, please mark the

Submittals “Original” and “Copy” and label the media source (preferred media is a jump/thumb drive).

If requested, please submit the original and correct number of copies indicated on the title page, or

Submittal will be marked “Non-responsive”. Offerors must submit their Proposals on the forms provided

herein, otherwise, it will be marked non-responsive.

c) Submittal Deadline: The deadline for submittal of Proposals shall be as identified on the title of the

Request for Proposals. It is the Offeror’s responsibility to have all Documents, including Addenda,

correctly submitted by the submittal deadline. No extensions will be granted, and no late Submittals will

be accepted.

d) Proposals Received Late: Respondents are encouraged to submit their Proposals as soon as possible. The

time and date of receipt recorded by Park Board Reception or designee shall be the official time of

receipt. The Park Board is not responsible for late submission regardless of the reason. Late Submittals

will not be considered under any circumstances.

e) Alterations or Withdrawals of Proposal Document: Any submitted Proposals may be withdrawn, or a

revised Proposal substituted prior to the submittal deadline. Documents cannot be altered, amended or

withdrawn by the Respondent after the submittal deadline.

f) Document Format (Qualifications): Statement of Qualification (SOQ) Responses should not be overly

long or exceed thirty (30) pages in length, not including appendices or attachments, and should be

formatted as follows: 8 ½ " x 11" paper, 12-pitch font size, and single-sided. Items such as resumes DO

NOT count against the page limit. If complete responses cannot be provided without referencing

supporting documentation, such documentation must be provided with the SOQ, with specific references

made to the section tab number, page, and/or paragraph where the supporting information can be found.

SOQs are to be prepared in such a way as to provide a straightforward, concise delineation of

capabilities to satisfy the requirements of the solicitation.

g) Questions and Responses: Questions regarding Proposals must be addressed to the Point of Contact

identified in the request. The question deadline is noted on the cover page under Key Event Schedule.

Responses will be answered after the question deadline in the form of an Addendum. No responses will

be given to questions submitted after the deadline. Questions submitted outside of the identified Point of

Contact will not be answered and any communication with a User Department prior to award by Park

Board of Trustees will disqualify a vendor from being considered for award.

h) Pre-Proposal Conferences: The date and time of a pre-proposal conference, if necessary, will be found

on the cover page under Key Event Schedule.

i) Validity Period: Once the submittal deadline has passed, any document shall constitute an irrevocable

proposal to provide the commodities and/or services set forth in the Scope of Services at the price(s)

shown in the Proposal Document. Such proposal shall be irrevocable until the earlier of the expiration of

ninety (90) days from the submittal deadline, or until a contract has been awarded by the Park Board.

7) Qualification Evaluation and Contract Award

a) Evaluation and Contract Award Process: An award of a contract to provide the goods or services

specified herein will be made using competitive sealed Proposals, in accordance with Chapter 252 of the

Texas Local Government Code, Chapter 2254 of the Texas Government Code, and with the Park

Board’s purchasing policy. The Park Board will evaluate all Submittals to determine which offerors are

reasonably qualified for the award of the contract, applying the anticipated evaluation factors and

emphasis to be placed on each factor as identified in the Scope of Services. A variety of factors may be

used in the evaluation of the submitted Proposals for this project. The Park Board may, at its option,

conduct discussions with or accept Submittal revisions from any reasonably qualified Respondent.

Discussions may not be initiated by offerors. These discussions will be limited to issues and topics

brought forth by the Park Board. Any attempt by respondent or vendor at deviating from the

issues and topics to discuss other issues and topics concerning the Request for Proposals brought

forth by the Park Board shall be grounds for disqualification. Vendors shall not contact any Park

Board personnel during the Request for Proposals process without the express permission from the Park

Board’s designated Point of Contact for this request.

b) Correspondence: All correspondence relating to this Request for Proposals, from advertisement to

award, shall be sent to the Park Board’s designated Point of Contact for this request. All presentations

and/or meetings between the Park Board and the vendor relating to this Request for Proposals shall be

coordinated by the Park Board’s designated Point of Contact for this request. The Park Board reserves

the right to determine which submittal(s) provides the Park Board with the best value and which will be

in the Park Board’s best interest.

c) Completeness: If Documents are incomplete or otherwise fail to conform to the requirements of the

RFP, the Park Board alone will determine whether the variance is so significant as to render the

Submittal non-responsive.

d) Ambiguity: Any ambiguity in the Submittal Document as a result of omission, error, lack of clarity or

non-compliance by the Respondent with specifications, instructions and all conditions shall be construed

in the favor of the Park Board. In the event of a conflict between these standard RFP requirements and

details provided in Scope of Services OR Request for Proposals, the mandatory signed documents shall

prevail.

e) Unit Prices and Extensions: If unit prices and their extensions do not coincide, the Park Board may

accept the price most beneficial to the Park Board, and the Respondent will be bound thereby.

f) Additional Information: Park Board may request any other information necessary to determine

Respondent’s ability to meet the minimum standards required by this RFP.

g) Partial Contract Award: Park Board reserves the right to award one contract for some or all the

requirements proposed or award multiple contracts for various portions of the requirements to different

Respondents based on the unit prices proposed in response to this request, or to reject any and all

Submittals and re-solicit for Proposals, as deemed to be in the best interest of Park Board.

h) No Commitment: The Request for Proposals does not commit the Park Board to award any costs or pay

any costs, or to award any contract, or to pay any costs associated with or incurred in the preparation of

a submittal to this request, or to procure or contract for services or supplies.

i) Protest Procedures: Any actual or prospective Respondent who is allegedly involved with the

solicitation or award of Proposal/bid/qualification may submit a protest to the decision. The protest must

be submitted in writing to the Park Board of Trustees Chief Executive Officer within three working days

after such aggrieved person knows of or should have known of the facts giving rise thereto. If the protest

is not resolved by mutual agreement, the Chief Executive Officer will promptly issue a decision in

writing to the protesting party.

Commodity Codes

• NAICS 541214Payroll Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.