Performance Management System

The City of Chesapeake seeks to implement its first Performance Management System (PMS) to enhance employee development, ensure accountability, and streamline supervisor-employee communication. The system will provide a structured platform for performance assessments, facilitate regular check-ins, document employee-related feedback and events, and track critical employment milestones. Application should be cloud-hosted [Software as a Service (“SaaS”)].

Objectives

• Provide a user-friendly, centralized and configurable digital platform for managing employee performance
• Support structured employee performance assessments (annual, probationary, and interim).
• Ensure timely completion of key performance milestones such as mid-year check-ins and probationary periods through automated reminders and tracking.
• Promote regular communication between employees and their supervisors with a centralized space to record documented check-ins and other ongoing feedback (e.g., praise, coaching, incidents).
• Increase visibility, consistency, and efficiency in the performance management process across all departments.
• Enable data-driven workforce and operational decisions.

Background

The City currently has approximately 3,965 full-time equivalent (FTE) positions, including 3,567 full-time employees and 168 part-time employees across its departments.

The City is currently using Munis v2024.8 from Tyler Technologies as our HR/Payroll system.

Target date for implementation is January 2027.

Project Details

• Reference ID: 26-186-6328
• Department: Human Resources
• Department Head: TBD (TBD)

Important Dates

• Questions Due: 2026-05-19T16:00:00.000Z

Evaluation Criteria

• Functional Requirements & Compliance Support (30 pts) —

  Please see Tab 2 under Specific Proposal Instructions. Extent to which the system meets required functionality including goal management, evaluation workflows, disciplinary documentation, improvement plans, acknowledgment tracking, audit trails, version control, automated reminders, and configurable forms. Must demonstrate compliance support and defensible documentation practices.

• Manager Usability & Adoption Support (15 pts) —

  Please see Tab 3 under Specific Proposal Instructions. Ease of use for supervisors and employees. Intuitive interface, guided workflows, built-in prompts, performance conversation tools, mobile accessibility, and features that actively assist managers in managing performance rather than simply recording it.

• Integration Capabilities (15 pts) —

  Please see Tab 4 under Specific Proposal Instructions. Ability to integrate with the City’s current HRIS (required). Ability to integrate with the City’s Learning Management System (preferred). Includes API capability, data synchronization, single sign-on compatibility, and reporting interoperability.

• Implementation Approach & Change Management (15 pts) —

  Please see Tab 5 under Specific Proposal Instructions. Clarity and feasibility of implementation plan including configuration, data migration, testing, training, and go-live support. Demonstrated experience managing organizational change.

• Reporting & Analytics (10 pts) —

  Please see Tab 6 under Specific Proposal Instructions. Strength of reporting tools including standard and ad hoc reports, dashboards, compliance tracking, audit readiness, and workforce insights for leadership decision-making.

• Vendor Experience, Training, and Ongoing Support (10 pts) —

  Please see Tab 7 under Specific Proposal Instructions. Demonstrated experience with similarly sized organizations. Experience supporting public sector entities or highly regulated environments is preferred. Client references required. Help desk structure, response  times, service level agreements, and ongoing account management.  Quality of training for administrators and end users. 

• Price/Cost (5 pts) —

  Please see Tab 8 under Specific Proposal Instructions. Offeror shall provide a firm fee structure with the proposal that includes total cost of ownership. Price/fee proposal shall cover all work detailed in this RFP and be a firm fixed price for the initial contract period. Optional modules are to be priced separately and will not be included in award total.

  Cost will be evaluated and scored using the following calculation: (lowest amount/highest amount) x the maximum amount of points available.

Submission Requirements

• Proposal Response (with Cost) (required)
• Demo Link (required) —

  Please enter link here. See Scope of Work 3.4, Pre-Recorded Demonstration for details.

  It should not limit access by requiring authentication and account setup information, but if necessary, it should use generic usernames and passwords. If applicable, list those in this field as well.

  Access shall be granted for at least 60 days.

• Are There Any Supplemental Agreements? (required) —

  Supplementary agreements, such as Master Service Agreements (MSAs), Service Level Agreements (SLAs), Non-Disclosure Agreements (NDAs), or other relevant documents that you would like considered for the final contract, must be submitted along with your response. 

• Provide this document in Word format. (required)
• Do you take exception(s) to the RFP? (required) —

  This information could be from the Scope of Work, Required General Terms and Conditions, Special Terms and Conditions, or any other part of this Request for Proposal.

• Offerors must provide details of any terms and conditions to which they take exception. For each exception, offerors must include the section, the number, and any other identifying information of the term and condition, and provide the full term and condition itself. Offerors must then explain the reason and propose alternative language for the term or condition to be amended. (required)
• Certification of Compliance with Immigration Laws and Regulations (required) —

  Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• Virginia State Corporation Commission (SCC) Registration Information (required) —

  AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH: A contractor organized as a stock or non-stock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so, required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Any business entity described LISTED that enters into a contract with a public body pursuant to the Virginia Public Procurement Act shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. A public body may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section.

  Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid or proposal the identification number issued to it by the State Corporation Commission (SCC).  Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law must indicate by selecting one of the following reasons why the bidder or offeror is not required to be so authorized:

• Litigation Disclosure Form —

  Respond to each of the questions below by checking the appropriate box. Failure to fully and truthfully disclose the information required by this Litigation Disclosure Form may result in the disqualification of your bid or proposal from consideration or termination of the contract, once awarded. For purposes of this disclosure form, “you” means the individual or entity in whose name the bid or proposal is submitted.

• Have you or any principal, officer or director of your company, or any individual who will be assigned to work under any contract awarded pursuant to this solicitation, been convicted of a felony, or a misdemeanor involving moral turpitude, during the last ten (10) years? (required)
• Have you or any principal, officer or director of your company, or any individual who will be assigned to work under any contract awarded pursuant to this solicitation, been terminated from any work being performed for the City of Chesapeake or any other governmental entity in the Commonwealth of Virginia during the last ten (10) years? (required)
• Have you or any principal, officer or director of your company, or any individual who will be assigned to work under any contract awarded pursuant to this solicitation, been involved in any claim or litigation with the City of Chesapeake or any other governmental entity in the Commonwealth of Virginia during the last seven (7) years? (required)
• Has any parent company or wholly owned subsidiary of your company been involved in any claim or litigation with the City of Chesapeake or any other governmental entity in the Commonwealth of Virginia during the last seven (7) years? (required)
• If you answered “Yes” to any of the above questions, please state the name(s) of the person(s), the nature, and the status and/or outcome of the conviction, termination, claim or litigation, as applicable. Any such information should be provided on a separate page, attached to this form and submitted with your bid or proposal.
• STATE CORPORATION COMMISSION IDENTIFICATION NUMBER (required) —

  Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid or proposal the identification number issued to it by the State Corporation Commission (SCC). Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include a statement describing why the bidder or offeror is not required to be so authorized.

• Small, Women-Owned, Minority-Owned (SWaM) and Service Disabled Veteran-Owned Business —

  A certified SWaM Business is one that holds a current certification from the Virginia Department of Small Business and Supplier Diversity (SBSD), the U.S. Small Business Association (SBA), the Women’s Business Enterprise National Council (WBENC), National Minority Supplier Development Council (NMSDC) or from other U.S. State and some Local Government Supplier Diversity Programs.

• Is your company a certified Small, Woman or Minority Owned (SWaM) Business or Disadvantaged Business Enterprise? (required)
• Certification Type —

  If applicable, what is your company’s certification type?

• SWaM Certificate/Supporting Documentation —

  If applicable, attach any supporting documentation, including certificates, in regards to your company's SWaM status.

• Does this solicitation include any background information in section "Summary and Background"? (required)
• Projected Contract Value ($) (required) —

  Enter the estimated dollar amount for the entire contract period including renewal options.