The vendor required to provide human capital management (HCM) system solution that includes software, implementation, training, hosting, maintenance, and ongoing support.
- The system must support current HR and payroll operations while being scalable to accommodate future organizational growth and complexity.
- Software functional requirements
1. IT requirements
• Hosting of the application and data in a secure, high-availability environment
• Regular software updates and patches
• Disaster recovery and business continuity planning
• System performance monitoring and optimization
• Cloud-based SaaS or hosted solution in a tier 3 or higher data center
• Mobile accessibility and responsive design
• Role-based access control and audit trails
• Data encryption in transit and at rest
• Compliance with iso 27001, 27017, 27018 or equivalent standards
• Integration capabilities with in for cloud suite and other third-party systems.
2. Core HR records, position management, and organizational structure
• Employee records management (demographics, job history, compensation, benefits)
• Position control and organizational hierarchy
• Performance management and evaluations
• Onboarding and offboarding workflows
• Compliance tracking
• Secure web-based portals for employees, managers, and system administrators
• Workflow approvals for time off, changes, and evaluations standard and ad
• Hoc reporting capabilities
• Real-time dashboards and analytics
• Historical and point-in-time reporting
• Compliance and audit reporting
- Payroll
• Biweekly payroll processing for regular and supplemental earnings
• Tax calculations and filings (federal, state, local)
• Garnishment and deduction management
• Direct deposit and check printing
• Year-end processing (w-2s, 1099s)
• Integration with general ledger and financial systems
- Benefits
• Benefits enrollment and eligibility tracking
• Integration with third-party benefit carriers
• Act reporting and compliance
• Consolidated omnibus budget reconciliation act (“cobra”) administration
• Employee self-service for benefits selection and updates
- Time and attendance
• Time tracking via web, mobile, and physical time clocks
• Personal time off (“PTO”) accruals and leave management
• Family medical leave act (“FMLA”)
• Military
• Scheduling and shift bidding
• Exception reporting and approvals
- Performance management
• Employee and manager self service
• Define individual and agency wide goals
• Monitor completion status.
- Contract Period/Term: 3 years
- Pre-Proposal Conference Date: January 7, 2026
- Questions/Inquires Deadline: January 12, 2026
