Human Resources Management Services
| Location: | Iowa |
|---|---|
| Posted: | Feb 11, 2026 |
| Due: | Mar 13, 2026 |
| Agency: | State Government of Iowa |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | Madison County, Iowa RFP – HR Services |
| Publication URL: | To access bid details, please log in. |
Bid Information
Bid Number
Madison County, Iowa RFP – HR Services
Solicitation
Human Resources Management Services
Solicitation Type
Request for Proposals
County
Madison
Description
Description
Madison County, Iowa is soliciting sealed proposals from qualified firms or individuals to provide outsourced Human Resources services under contract for approximately 140 county employees.
Agency Information
Number
61
Name
Madison County
Address 1
112 North John Wayne Drive
Address 2
City/State/Zip
Winterset, IA 50273
Contact Information
Contact Name
Heather Stancil
Contact Title
Supervisor
Contact Email
Contact Phone Number
(515) 991-6905
Contact Phone Extension
Contact Other Number
Contact Fax Number
Valid Dates
From
2/10/2026 1:52:00 PM
Until
3/13/2026 5:00:00 PM
Documents/Attachments
Attachment Preview
MADISON COUNTY
Request for Proposal (RFP)
Human Resources Management Services
Issue Date: Tuesday, February 10, 2026
Proposal Due Date/Time: Friday, March 13, 2026
Submitted To:
Madison County Board of Supervisors
c/o County Auditor Michele Brant
112 N. John Wayne Dr.
Winterset, IA 50273
1. Introduction and Purpose
Madison County, Iowa is soliciting sealed proposals from qualified firms or individuals to provide
outsourced Human Resources services under contract for approximately 140 county employees. The
selected proposer will serve as the County’s primary HR leadership resource and will be responsible for
planning, directing, and administering comprehensive human resources programs in alignment with
County policies, Iowa law, and federal regulations. This RFP will result in a professional services contract,
subject to approval by the Board of Supervisors.
Below is information relating to the expected services, information to be included in the proposal, a list of
key dates, and the criteria that will be used to review the proposals.
Each bidding firm will submit three sealed (3) hard copies and one sealed (1) digital copy (USB) of its
proposal by the deadline of 4:00 p.m., Friday, March 13, 2026 to:
Madison County Board of Supervisors
Attn: County Auditor Michele Brant
112 N. John Wayne Dr.
Winterset, IA 50273
Mark the envelope: “Proposal for Human Resource Services RFP – [Firm Name]”.
Faxed proposals will not be accepted.
Emailed proposals will not be accepted.
For further information please contact:
Name: County Auditor Michele Brant
Email: mbrant@madisoncounty.iowa.gov
Madison County, Iowa RFP – HR Services
pg. 1
2. Organizational Overview
The County operates under the administrative direction of the Board of Supervisors and employs
personnel across multiple departments and elected offices. The selected HR services provider will work
closely with the Board of Supervisors, County Auditor, any designated HR staff, department heads,
elected officials, county employment attorneys and our current benefits providers to ensure consistent,
lawful, and effective human resources operations.
3. Scope of Services
The contractor shall provide strategic, operational, and advisory HR services including, but not limited to,
the following:
A. Human Resources Policy & Compliance
1. Research, develop, update, and maintain County HR policies, including the employee
handbook.
2. Evaluate effectiveness of existing policies and recommend revisions as needed.
3. Monitor and ensure compliance with all applicable federal and Iowa employment laws and
regulations.
4. Manage HR-related public records requests in compliance with Iowa public records law.
5. Serve as HIPAA Privacy Officer for HR-related matters.
6. Coordinate with county legal counsel as appropriate
B. Employee Relations & Performance Management
1. Serve as the County’s primary authority on employee relations matters.
2. Conduct or oversee internal employee investigations.
3. Mediate employee conflicts and disputes.
4. Develop and monitor corrective action and performance improvement plans.
5. Support supervisors in performance evaluation processes.
6. Make recommendations regarding disciplinary actions, promotions, and terminations in
consultation with the county’s legal counsel.
C. Classification, Compensation & Benefits Administration
1. Conduct position analysis and evaluate job descriptions and classifications.
2. Administer the County’s compensation programs and make recommendations to ensure
market competitiveness.
3. Administer employee benefits in coordination with our benefits provider, including:
o Open enrollment coordination
o Benefits communication and employee meetings
o Enrollment processing and payroll premium coordination
o COBRA administration
o Claims data analysis and reporting to the Board of Supervisors
4. Track and administer FMLA requests, documentation, return-to-work coordination and any
payroll change coordination.
5. Administer workers’ compensation claims, OSHA reporting requirements and any payroll
change coordination.
D. Recruitment, Hiring & Separation
1. Train and assist department heads and elected officials on lawful hiring practices.
Madison County, Iowa RFP – HR Services
pg. 2
2. Manage the full recruitment lifecycle, including:
o Job postings and advertising
o Application tracking
o Background checks
o Physicals and drug testing
o Candidate screening and interviewing support
o Reference checks
o Offer letters
3. Coordinate onboarding and new employee orientation.
4. Coordinate with county legal counsel as appropriate
5. Manage employee separation processes, including:
o Final pay calculations
o Exit interviews
o COBRA notices
o Required documentation and reporting
E. Records Management
1. Maintain and oversee personnel files in compliance with federal and state record retention
laws.
2. Establish and enforce HR record retention policies.
3. Ensure confidentiality and security of HR data
F. Labor Relations & Safety
1. Assist the Board of Supervisors and county legal counsel with collective bargaining and union
contract negotiations as requested.
2. Act as the primary contact for workplace injuries and safety incidents.
3. Coordinate workplace safety initiatives and regulatory compliance
G. General HR Administration
1. Conduct employment verifications.
2. Provide regular HR reports and updates to the Board of Supervisors.
4. Governance and Authority
1. The contractor shall act as the County’s designated HR Director for operational purposes.
2. Final employment actions remain with the Board of Supervisors, applicable department heads, or
as required by law or upon advice of county legal counsel.
3. The contractor shall have authority to:
o Interpret HR policies
o Direct supervisors and department heads on HR compliance matters
o Conduct investigations and issue recommendations
4. The contractor shall always maintain independence and professional judgment.
5. Service Delivery Expectations
Proposers should describe:
1. Proposed service delivery model (on-site vs. remote, hours per week/month)
2. Availability for meetings with Board, department heads, and employees
3. Communication protocols
4. Response time & coverage commitments for employee relations issues, inquiries and compliance
matters
Madison County, Iowa RFP – HR Services
pg. 3
5. Use of HR systems, tools, or software
6. Approach to confidentiality and data security
The contractor must be prepared to administer services in compliance with applicable Iowa laws,
including:
Iowa Civil Rights Act (Iowa Code Chapter 216) - prohibits unfair employment practices,
including discrimination in hiring, classification, terms and conditions of employment based on
protected characteristics.
Iowa public employer rights (Iowa Code §20.7) - confirms public employer authority to direct
work and manage personnel matters.
Equal employment opportunity and nondiscrimination requirements - contractors must
incorporate nondiscriminatory hiring and employment practices, consistent with state policy
promoting equal opportunity.
Proposers are responsible for maintaining compliance with all applicable federal and state employment
laws, including but not limited to wage and hour laws, nondiscrimination, FMLA, ADA, and workers’
compensation requirements.
6. Qualifications and Experience
Proposers must demonstrate:
1. Proven experience/qualifications providing senior-level HR leadership services.
2. Knowledge of Iowa Code and federal employment laws.
3. Experience with public sector, county, or unionized environments (preferred).
4. Ability to manage sensitive matters with integrity and confidentiality.
5. Experience administering benefits, FMLA, workers’ compensation, and labor relations.
7. Proposal Submission Requirements
Proposals should include:
1. Executive summary
2. Organizational qualifications and experience; proposals by individuals must be able to meet
County background and security requirements
3. Proposed service delivery and staffing model
4. Relevant experience and references
5. Proposed pricing and fee structure
6. Recommendation for hours per week/month, with optional scalability
7. Conflict of interest disclosure
8. Proof of insurance (or ability to obtain upon award)
9. References
8. Pricing
Proposers shall submit a detailed pricing proposal, which may include:
Fixed monthly or annual fee
Hourly rates and expected hours per week/month
Optional services pricing
Assumptions and exclusions
9. Evaluation Criteria
Proposals will be evaluated based on:
Madison County, Iowa RFP – HR Services
pg. 4
Cost / Value for the money
Experience and qualifications
Understanding of scope and proposed approach
Public sector HR experience
Service continuity and coverage plan
References
Risk management and compliance approach
10. Contract Terms
Initial contract term: two (2) year with renewal options subject to Board of Supervisors approval
The County reserves the right to reject any or all proposals
The County reserves the right to waive irregularities or informalities
Contract subject to approval by the Board of Supervisors
Termination provisions as defined in the contract. Upon termination or expiration of the contract,
the contractor shall cooperate fully in transitioning HR records, systems, and processes to the
County or a successor provider.
See Appendices A & B for further requirements
The final contract will establish terms for performance standards, reporting, confidentiality, data
protection, public records compliance, indemnification, and insurance.
11. Calendar
Milestone
RFP Issued
Questions Due
Proposals Due
Bid Opening & evaluation:
Anticipated Award:
Contract Start Date:
Date
Tuesday, February 10, 2026
Monday, March 2, 2026
Friday, March 13, 2026
Tuesday, March 17, 2026
Between Tuesday, March 17 & 24, 2026
Monday, June 1, 2026
Madison County, Iowa RFP – HR Services
pg. 5
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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