Human Capital Management System (HCMS) RFP

Overview The State University of New York (SUNY) is seeking proposals from experienced and qualified vendors (Bidders) to provide a Human Capital Management System (HCMS). The selected Bidder will be required to provide comprehensive IT professional services to support the design, development, and deployment of a new HCMS in the form of a robust software solution. The HCMS will serve as a critical component of SUNY’s operational infrastructure, enhancing processes, streamlining workflows, and ensuring scalability to meet future organizational demands. Through this RFP, SUNY seeks to procure both a Commercial Off-The-Shelf (COTS) solution, including Software as a Solution (SaaS)/Cloud based solutions, along with professional technical configuration and implementation services under a single contract. The selected bidder must provide a seamlessly integrated COTS solution with robust data repositories capable of scaling SUNY’s growing needs, along with the necessary IT services to configure, customize, and implement the system to meet SUNY’s requirements. This approach ensures a unified procurement process and streamlines coordination between the COTS product and the accompanying professional services. Such proposals may include configuring the base COTS product with additional modules, enabling other source system integrations and implementing custom configurations to add advanced functionalities, improve user experience, and ensure seamless interoperability with existing systems. To demonstrate feasibility and value, bidders must provide a detailed explanation of their proposed process, integration points, and the overall benefits of their approach, reduced costs, and enhanced capabilities. Additionally, proposals must include a complete turnkey pricing structure, outlining all costs associated with software licensing, customization, integrations, implementation to ensure transparency and alignment with SUNY’s goals. The results of this RFP will be used to award a 5-year contract, with the option to renew for one additional 5-year term to the Bidder, determined to be most qualified. Please note that the implementation is anticipated to take 2 – 2 1/2 years. Mandatory Minimum Bidder Qualifications Bidder must provide a seamlessly integrated Commercial Off-The-Shelf (COTS) solution, ensuring compatibility with SUNY's existing systems and supporting efficient communication between internal and external applications. The solution must include robust data repositories capable of scaling to accommodate SUNY’s growing operational demands and expanding user base, with provisions for future enhancements. The Bidder must deliver comprehensive IT services to configure, customize, and implement the system, addressing SUNY’s specific functional requirements and ensuring smooth end-user adoption. The Bidder must facilitate data migration from SUNY’s legacy systems to the new platform, ensuring the integrity, security, and accuracy of all migrated data while minimizing disruptions to ongoing operations. The Bidder must have a highly skilled and experienced team of IT professionals to support the design, development, testing, deployment, and training phases of the project. Bidders must demonstrate a proven track record of delivering similar solutions in the education/higher education sector, and/or state/government agencies, or comparable industries. Proposals must include a complete turnkey pricing structure, transparently detailing all direct and indirect costs associated with software acquisition/licensing, customization, data migration, integrations, implementation, training, and ongoing support, ensuring alignment with SUNY’s objectives and budgetary constraints. The proposal must include the following features as a part of the solution: Position Management Title Management Leave Management Applicant Tracking System (ATS) Time & Attendance HR Transactions Performance Appraisals Benefits Administration Payroll Employee Self-Service (ESS) LMS (tracking only) Service-Disabled Veteran-Owned Set Aside: No Minority Owned Sub-Contracting Goal: 15% Women Owned Sub-Contracting Goal: 15% Service-Disabled Veteran-Owned Business Contracting Goal: 6% Disadvantaged Owned Sub-Contracting Goal: 0% Due date:11/14/2025 4:00 PM Contract term: Five (5) Years with One (1), Five (5) Year Renewal Option County(ies): All NYS counties Business entities awarded an identical or substantially similar procurement contract within the past five years: N/A