RFP 27-05 City of Mableton Human Resources Information System (HRIS)

Request for Proposal RFP 27-05
City of Mableton Human Resources Information System (HRIS)
Procurement Schedule of Events
The schedule below establishes the City's anticipated procurement sequence. The City may
revise the schedule by written addendum. Respondents are responsible for monitoring the
Georgia Procurement Registry (GPR) for updates.
RFP Event Information Date Time
RFP Issued 08.24.2026 12:00 PM EST
Questions Due 08.31.2026 12:00 PM EST
Addendum Issued (if any) 09.08.2026 12:00 PM EST
Proposals Due: 09.24.2026 12:00 PM EST
Evaluation Deadline: 10.09.2026 12:00 PM EST
Interviews/BAFO, if requested TBD TBD
Notice of Intent to Award (NOIA) TBD TBD
Mayor Council Consideration TBD TBD
Notice to Proposers
The following schedule of events is provided for informational purposes only and is subject to change
at the sole discretion of the City of Mableton. Respondents shall not contact elected officials,
evaluators, or other City personnel regarding this solicitation unless specifically authorized in writing.
Any revisions to this solicitation shall be made by written addendum and posted on the Georgia
Procurement Registry (GPR). Final contract award is subject to approval by the Mayor and City Council.
The City of Mableton is seeking proposals from qualified Human Resources Information System (HRIS),
Human Capital Management (HCM), payroll, and implementation service providers to furnish,
configure, implement, integrate, host, support, and maintain a secure, cloud-based solution for the
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City. The selected solution will replace fragmented and manual processes with an integrated system
of record for human resources, payroll, time, benefits, talent, and workforce information.
The City intends to acquire a vendor neutral solution that supports approximately 60 employees at
implementation and can scale as the municipal workforce and service model evolve. The preferred
approach is a unified platform. A best-of-breed or partner solution may be proposed only when one
prime contractor accepts responsibility for integration, data migration, implementation, support,
maintenance, and end-to-end performance.
At a minimum, the scope includes core HR and employee records; payroll and tax services; employee
and manager self-service; mobile access; time and attendance; advanced scheduling; benefits
administration and carrier connections; ACA support; recruiting and onboarding; performance, goals,
compensation, succession, learning, workforce analytics, reporting, employment and income
verification, and related integrations. Employee engagement/collaboration and IT device lifecycle
capabilities may be identified as optional modules where separately priced.
The selected provider will lead discovery, configuration, conversion of historical and active data,
interface development, security design, testing, training, change management, go-live, hypercare, and
ongoing service. The solution must protect confidential employee and payroll data, provide role-based
access and auditability, support business continuity and data portability, and comply with applicable
accessibility, privacy, employment, payroll, tax, and records requirements.
The City expects a clear implementation plan, measurable acceptance criteria, transparent pricing,
defined service levels, responsive account management, and complete documentation. Respondents
shall identify all assumptions, dependencies, third-party products, transaction charges, optional
features, and services that are not included in the base proposal.
Upon completion, the HRIS will serve as the City's authoritative workforce platform and support
accurate payroll, consistent employee lifecycle processes, reliable reporting, employee self-service,
compliance administration, and informed workforce decisions. The resulting agreement must provide
a sustainable operating model, predictable total cost of ownership, secure access to City data, and an
orderly transition path at contract closeout.
Intent to Submit a Proposal
Interested firms intending to submit a proposal in response to this Request for Proposals (RFP) shall
notify the City of their intent by sending an email to purchasing@mableton.gov. The email shall advise
the Procurement Manager of the firm's intent to submit a proposal for this solicitation.
Upon receipt of the notification, the Purchasing Division will acknowledge the firm's intent and provide
the official RFP package and any applicable procurement information within twenty-four (24) business
hours.
Only firms that have notified the Purchasing Division of their intent to submit a proposal and have
received the official solicitation package from the City of Mableton Purchasing Division will be eligible
to submit a proposal.
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Proposal Submission Requirements
All proposals and Addendums shall be submitted electronically on a USB flash drive (Jump Drive).
Electronic files must be searchable, unencrypted, and free of password protection. Respondents must
also acknowledge all issued addenda in the completed Proposal Letter and Certification. Paper
proposals will NOT be accepted. Email submissions will NOT be accepted under any circumstances.
Each USB flash drive shall be enclosed in a sealed package clearly labeled with:
* Firm Name
* Firm Address
* Solicitation Number: (RFP 27-05)
* Project Title: City of Mableton Human Resources Information System (HRIS)
Proposals shall be mailed to:
City of Mableton - Procurement Division
Finance Department
P.O Box #104
5284 Floyd RD SW
Mableton, GA 30126
Proposal Due Date: 09.24.2026
Time: 12:00 PM EST
Late proposals will not be accepted. Extensions will not be honored.
Questions Regarding Solicitation
To ensure a fair and transparent procurement process, telephone calls regarding this solicitation will
not be accepted. All questions, requests for clarification, or interpretation of the solicitation
documents must be submitted during the designated Question and Answer (Q&A) period identified in
the procurement schedule. Proposers are strongly encouraged to submit all questions during the Q&A
period to ensure they have a complete understanding of the City's requirements. Responses to
questions, interpretations, clarifications, and any modifications to the solicitation shall be issued only
through written addenda.
Addenda: All solicitation updates, clarifications, corrections, and addenda will be posted on
the Georgia Procurement Registry (GPR). It is the sole responsibility of each proposer to
monitor the Georgia Procurement Registry for updates prior to submitting a proposal.
Proposal Deadline
No proposal submission extensions will be granted. Proposers are solely responsible for ensuring their
proposal is received by the Purchasing Division prior to the stated deadline.
Business License Requirements
Respondents are NOT required to possess a City of Mableton business license at the time of proposal
submission. A current business license issued by another municipality, county, or state is acceptable
for purposes of submitting a proposal. If awarded a contract, the successful proposer shall comply with
all applicable City of Mableton licensing and registration requirements prior to contract execution, if
required by law or City ordinance.
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Vendor Registration and Required Documents
Prospective vendors are encouraged to review the City's vendor requirements by visiting:
www.mableton.gov. Navigate to: Finance Procurement How to Become a Vendor. This webpage
provides detailed information regarding the documents and forms that may be required if your firm is
selected for award, including, but not limited to:
Vendor Registration Forms
W-9
Certificate of Insurance (COI)
E-Verify Affidavit (where applicable)
O.C.G.A. 50-36-1 Contractor Affidavit (where applicable)
Business License Documentation
Other required compliance documents
Submission of these documents is generally required only from the successful proposer(s) prior to
contract execution unless otherwise stated in the solicitation.
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PROPOSAL LETTER
We propose to furnish and deliver all the deliverables and services named in the attached Request for Proposal
(RFP). The price or prices offered herein shall apply for the period stated in the RFP. We further agree to strictly
abide by all the terms and conditions contained in the City of Mableton Vendor Manual as modified by any
attached special terms and conditions, all of which are made a part hereof. Any exceptions are noted in writing
and included with this bid.
It is understood and agreed that this statement of Proposal and proposal constitutes an offer, which when
accepted in writing by the Purchasing Division, City of Mableton, and subject to the terms and conditions of such
acceptance, will constitute a valid and binding contract between the undersigned and the City of Mableton.
It is understood and agreed that we have read the City's specifications shown or referenced in the RFP and that
this statement is made by the provisions of such specifications. By our written signature on this proposal, we
guarantee and certify that all items included in this statement meet or exceed all such City specifications. We
further agree, if you awarded a contract, to deliver goods and services which meet or exceed the specifications.
The City of Mableton reserves the right to reject any or all offers, waive technicalities, and informalities, and to
make an award in the best interest of the city.
It is understood and agreed that this statement of Proposal and proposal shall be valid and held open for a period
of sixty (60) days from the opening date.
Additionally, the proposer certifies compliance with the applicable provisions of the Official Code of Georgia
Annotated (O.C.G.A.) Title 13, which governs public contracts, and Title 50, Chapter 5, which addresses
procurement and bidding processes for public entities in the State of Georgia. The proposer acknowledges that
any violation of these statutes may result in disqualification from future contracts and potential legal penalties.
Furthermore, the proposer acknowledges compliance with O.C.G.A. 45-10-20 et seq., which prohibits conflicts
of interest in public contracting and ensures that no public officer or employee has a direct financial interest in
the contract. The proposer also certifies adherence to Georgia's Illegal Immigration Reform and Enforcement Act
of 2011 (O.C.G.A. 13-10-91), confirming that the proposer and all subcontractors have registered and
participated in the federal E-Verify program to verify employment eligibility.
PROPOSAL SIGNATURE AND CERTIFICATION
(Proposer to sign and return)
I certify that this offer is made without prior understanding, agreement, or connection with any corporation,
firm, or person submitting a proposal for the same materials, supplies, equipment, or services and is in all
respects fair and without collusion or fraud. I understand collusive bidding is a violation of State and Federal Law
and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of the
proposal and certify that I am authorized to sign this proposal for the proposer.
I further certify that the provisions of the Official Code of Georgia Annotated, Sections 45-10-20 et seq. have not
been violated and will not be violated in any respect throughout the contract.
______________________ __________________
Authorized Signature Date
______________________ _________________________
Name Company Name Here
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Table of Contents
RFP 27-05 and Procurement Schedule of Events Page 1
Notice to Proposers Page 1
Intent to Submit Proposal Instructions Page 2
Proposal Submission Requirements Page 3
Questions Regarding Solicitation Page 3
Proposal Letter and Certification Page 4
Purpose and Background Page 8
Project Objectives and Guiding Principles Page 10
Scope of Services Page 11
Deliverables and Acceptance Page 21
Project Governance and Responsibilities Page 23
Schedule and Contract Term Page 24
Proposal Submission Requirements Page 25
Evaluation and Selection Page 27
Cost Proposal Page 28
Contractual and Regulatory Requirements Page 29
Reservations, Public Records, and Protests Page 32
Exhibit A - Contractor E-Verify Affidavit Page 35
Exhibit B - Subcontractor E-Verify Affidavit Page 36
Exhibit C - Non-Collusion Affidavit Page 37
Exhibit D - Drug-Free Workplace Certification Page 38
Exhibit E - Cost Schedule / Fees Page 39
Exhibit F - Submission Checklist Page 41
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City of Mableton
Request for Proposal (RFP) 27-05
City of Mableton Human Resources Information System (HRIS)
RFP No. 27-05
Section 1: Purpose and Background
1.1 Purpose
The City of Mableton ("City") invites qualified providers to propose a secure, cloud-based Human
Resources Information System (HRIS) and related implementation and ongoing services. The City seeks an
integrated platform that improves accuracy, control, transparency, employee service, compliance
administration, and workforce reporting while reducing duplicate entry and manual processes.
The selected contractor will furnish all software subscriptions, implementation leadership, configuration,
data conversion, integrations, testing, training, documentation, go-live support, service management,
maintenance, upgrades, and transition assistance necessary for a complete solution. Requirements stated
in this RFP are minimum requirements and do not limit a respondent from proposing additional value
when clearly identified and separately priced.
1.2 Organizational Context
The City of Mableton is a recently established municipality and continues to develop municipal operating
systems, internal controls, policies, and service-delivery capacity. The HRIS is expected to support
approximately 50 employees at implementation and must scale without material redesign as staffing,
departments, pay groups, benefit plans, work locations, and service responsibilities change.
The City intends to designate Human Resources, Finance/Payroll, Information Technology, Procurement,
department leadership, managers, and employees as key stakeholder groups. The selected contractor shall
validate current-state processes, data sources, pay practices, timekeeping rules, security roles, reporting
needs, interfaces, retention requirements, and implementation assumptions during discovery.
1.3 Desired Outcomes
One authoritative employee and workforce system of record with controlled, auditable data.
Accurate and timely payroll, tax filing, deductions, garnishments, year-end processing, and general
ledger integration.
Consistent employee lifecycle workflows from recruiting and onboarding through development,
performance, benefits, and separation.
Convenient employee and manager self-service through accessible web and mobile experiences.
Integrated time, attendance, leave, scheduling, benefits, talent, learning, analytics, document, and
verification capabilities.
Secure data exchange, strong access controls, reliable business continuity, responsive support, and
complete data portability.
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Transparent implementation governance, objective acceptance criteria, and predictable total cost
of ownership.
Section 2: Project Objectives and Guiding Principles
2.1 Objectives
Standardize and automate HR, payroll, time, benefits, talent, and workforce administration
processes.
Reduce duplicate data entry and reconcile data through reliable integrations and configurable
workflows.
Provide timely operational, financial, compliance, and workforce reports with drill-down and
export capability.
Improve employee and manager access to information, requests, approvals, pay statements, tax
forms, schedules, learning, and benefits.
Protect confidential workforce data through least privilege access, multifactor authentication,
encryption, logging, monitoring, and tested recovery capabilities.
Implement a maintainable solution that City administrators can configure and report from without
routine vendor professional services.
Establish measurable service levels, escalation paths, issue ownership, release management, and
account management.
2.2 Guiding Principles
Principle Application
A unified platform is preferred. Where partner products are used, one prime contractor
Integrated
remains accountable for integration, migration, support, maintenance, and performance.
Security, confidentiality, legal compliance, auditability, recovery, and data ownership are
Secure and private
designed into the solution and operating model.
Employee, manager, HR, payroll, finance, IT, and leadership workflows are intuitive,
User-centered
accessible, mobile ready, and role appropriate.
Authorized City administrators can maintain rules, workflows, fields, security, reports,
Configurable
notifications, and content without custom code.
The proposal identifies inclusions, exclusions, assumptions, third parties, implementation
Transparent
effort, transaction fees, optional costs, and product roadmap status.
Licensing, data, performance, security, and support accommodate organizational growth
Scalable
and changing municipal needs.
Section 3. Scope of Services
The following scope establishes minimum requirements. Respondents shall provide a complete solution,
and a line-by-line required response. Phased or optional approaches must be clearly identified. A unified
platform is preferred; a best-of-breed approach is acceptable only when the respondent serves as prime
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contractor and accepts end-to-end responsibility for implementation, integration, data conversion,
support, maintenance, security coordination, and service performance.
3.1 Project Initiation, Discovery, and Management
Conduct a kickoff meeting and structured discovery sessions with Human Resources,
Finance/Payroll, Information Technology, Procurement, department representatives, managers,
and other City stakeholders.
Prepare a project management plan with governance, roles, decision rights, work breakdown
structure, detailed schedule, resource plan, meeting calendar, deliverable review cycle, quality
controls, risk/issue/decision logs, escalation procedures, and communication plan.
Document current-state and future-state workflows, functional and technical requirements,
configuration decisions, data sources, integrations, security roles, reports, forms, notices, and
dependencies.
Maintain a fit-gap matrix identifying whether each requirement is delivered as standard,
configured, custom, roadmap, third-party, optional, or not available, together with cost and
schedule impacts.
Provide written status reports showing accomplishments, planned work, schedule and budget
status, decisions required, risks, issues, dependencies, and mitigation actions.
3.2 Functional Requirements
A. Core HR, Employee Records, and Workflow
Maintain effective-dated employee, position, job, department, supervisor, location,
compensation, status, demographic, contact, credential, emergency contact, and employment
history records.
Support configurable hire, rehire, transfer, promotion, compensation change, leave, return,
separation, and other lifecycle workflows with approvals, notifications, audit history, attachments,
and electronic acknowledgments.
Provide organization charts, position and headcount views, employee development tracking,
policy acknowledgment, compliance reporting, document storage, retention controls,
communication broadcasts, and total rewards statements.
Support configurable fields, forms, business rules, alerts, tasks, templates, mass updates, imports,
exports, and role-based dashboards.
Support multilingual user experiences where available and identify any country-specific or multi-
currency capabilities and limitations.
B. Payroll, Tax, Wage Payment, and General Ledger
Process regular, supplemental, off-cycle, correction, void, reversal, retroactive, and final payrolls
with configurable pay groups, frequencies, earnings, deductions, taxes, benefits, leave, labor
allocation, and approval controls.
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Provide gross-to-net calculation, payroll preview and audit, exception reporting, configurable
validation, variance analysis, reconciliation, funding reports, direct deposit, paycard support,
printed checks or statements when requested, and online pay statements.
Provide federal, state, and local payroll tax calculation, deposit, filing, reconciliation, amendment
support, agency notices, new-hire reporting, and year-end W-2 and 1099 processing, with all
jurisdictions and transaction charges disclosed.
Administer wage garnishment calculations and payment processing, group-term life calculations,
taxable and non-taxable items, expense reimbursement, and other common municipal payroll
requirements.
Generate configurable general ledger files and reports with mapping by fund, department,
account, project, location, earning, deduction, and other City dimensions; support balancing,
control totals, reprocessing, and audit trails.
Provide employees with secure access to pay statements and year-end forms through web and
mobile self-service and support paperless delivery where authorized by the City.
C. Employee and Manager Self-Service / Mobile
Allow employees to view and maintain authorized personal, contact, tax withholding, direct
deposit, emergency contact, dependent, beneficiary, benefit, document, time, leave, pay,
learning, goal, and performance information.
Allow managers to initiate and approve authorized personnel actions, timecards, leave, schedules,
goals, reviews, learning, requisitions, offers, and related workflows within their assigned
organizational scope.
Provide a responsive web interface and supported mobile application with equivalent security,
role enforcement, notifications, accessibility, and auditability.
Provide configurable content, links, news, alerts, recognition, surveys, or employee feedback
features and clearly distinguish standard from optional collaboration capabilities.
D. Time, Attendance, Leave, and Advanced Scheduling
Support multiple time-capture methods, including browser, mobile, kiosk, import, and physical
device options, with geolocation or biometric features identified separately and subject to City
approval.
Apply policy-based rules for hourly and salaried employees, schedules, meal and rest periods,
rounding, overtime, premiums, differentials, call-back, comp time, leave, holidays, exceptions, and
approvals.
Provide real-time calculations, automated payroll worksheet or payroll transfer, timecard
attestations, missing-punch alerts, manager review, correction workflows, audit history, and
standard/custom reports.
Support shift creation, assignment, templates, rotation, availability, open shifts, shift swapping,
schedule rules, minimum staffing, overtime controls, schedule cost analysis, mobile access, and
manager/employee notifications.
Describe time-clock hardware, installation, connectivity, maintenance, replacement, shipping,
ownership, subscription, return, and data retention requirements and costs.
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