RFP-758-2700000012-2 | HCM ERP System Replacement - Phase 1

The Commonwealth of Kentucky, through the Personnel Office of Secretary, is soliciting proposals under RFP-758-2700000012-2 for the end-to-end implementation of the HCM ERP System Replacement Phase 1. This firm fixed price contract focuses on the deployment of Benefits Administration and Billing Software, encompassing system configuration, data conversion, integration, testing, and post-go-live support. The project is structured for an initial ten-year term with implementation activities spanning fiscal years 2027 through 2029. Performance is divided between 25 percent on-site at Commonwealth locations and 75 percent offsite. Award selection is based on a trade-off methodology using a numerical point system totaling 13,450 points, with the technical proposal weighted at 60 percent, oral demonstrations at 30 percent, and cost at 10 percent. Vendors must adhere to strict security and compliance standards, including IRS Publication 1075 for Federal Tax Information, HIPAA for protected health information, and NIST 800-53. Final acceptance is contingent upon the completion of a System Acceptance Checklist, which verifies that all software is operational, critical defects are resolved, and knowledge transfer to Commonwealth personnel is complete. Proposals must be submitted electronically via the Kentucky Vendor Self Service portal by August 31, 2026. Submissions are required in three separate volumes: Technical, Cost, and Proprietary. Bidders must also provide a notarized annual affidavit confirming compliance with Kentucky campaign finance and tax laws to qualify for resident or qualified bidder status. Failure to complete the mandatory requirements checklist in Attachment E will result in a non-responsive proposal.