Enterprise HR, Payroll, and Retirement Processes Technology Assessment and Roadmap

The City is exploring improvements to systems and functionality for HR, Payroll, and Retirement services. This RFP is for consulting and advisory services only—no software procurement or system implementation is included.

The City seeks a Consultant to:

• Establish an enterprise HR and Payroll technology strategy aligned to organizational goals and adaptable to advances in the HR technology domain.
• Validate and quantify current-state pain points with the people performing the work across departments, divisions, and management levels.
• Identify opportunities to better leverage existing technology investments before recommending new ones.
• Deliver a prioritized, phased, and costed roadmap with a decision-ready business case.

This engagement is a discovery and business case development effort, not a systems audit and not a software selection.

The selected Consultant will work with leadership and staff to:

• Define shared definitions and goals of an HR, Payroll, Retirement system.
• Validate and quantify current state pain points through direct engagement with the leadership and staff performing the work across departments and divisions, including public safety.
• Develop a strategy for aligning City-wide HR, Payroll, and Retirement technology functions to deliver on shared goals.
• Determine whether identified gaps are driven by unnecessary complexity, variation, or customizations, process design, data quality, governance, training, or genuine technology limitation, so that process-driven problems are not addressed through technology investment.
• Define the data governance, master data, and process standardization foundation required before any future system implementation.
• Define criteria for determining when business units should consider differentiation vs. standardization of HR, Payroll, and Retirement technologies.
• Develop a phased, prioritized roadmap and a business case(s).
• Define requirements for future Request(s) For Proposal for tools, system integrators, or services.

The following in-scope activities represent the basic structure the City assumes this engagement will follow:

• Conduct structured stakeholder engagements/workshops across City of Tacoma departments and workgroups.
• Assess current use of technologies supporting the full range of HR services.
• Assess data readiness and governance, including master data quality, organizational unit and personnel data structure and naming conventions, integrity and audit controls, records retention, security and access administration.
• Conduct a general evaluation of the organization's capacity and preparedness for adopting changes in process, systems, and culture of HR, Payroll, and Retirement.
• Analyze SAP utilization and provide recommendations for optimization and potential system integrations.
• Develop a phased roadmap outlining initiatives across near term (0-12 months), three-, five-, and ten-year horizons.
• Provide guidance and support for the development of future RFP requirements, as needed.

Out of Scope

Detailed technological process design or documentation. Software procurement, implementation, or system integration work.

Submittals must be received by the City's Procurement and Payables Division by **11:00 a.m. Pacific Time**. **By email:** sendbid@tacoma.gov. Include the specification number in the subject line of your email. Your submittal must be sent as an attachment, links to your electronic submittal will not be accepted. Maximum email size including attachments: 35 MB. **In person:** Tacoma Public Utilities Administration Building North, Main Floor, Lobby Security Desk, 3628 South 35th Street, Tacoma, WA 98409. Include the specification number on the outside of the sealed envelope. Late submittals will be returned unopened and rejected as non-responsive.

A Selection Advisory Committee (SAC) will review and evaluate submittals. After the evaluation, the SAC may conduct interviews of the most qualified Consultants before final selection.

Estimate: $250,000

The contract will be for a one-year period with the option to renew the contract for one additional one-year term.

The following documents will be executed after award: *Services Contract*; *Certificate of Insurance and related endorsements*. The *Signature Page (Appendix A)* is **required** with the submittal.