Annual Contract for HRIS Solution

Tarrant County is soliciting proposals for a comprehensive Human Resource Information System (HRIS) solution designed as a single, natively built platform to replace disparate systems and deliver integrated capabilities in HR, compensation, benefits management, payroll, timekeeping, talent management, and workforce administration without reliance on third-party systems. The solution must support over 4,500 employees across multiple departments via a cloud-based, highly available architecture, functioning as a unified system of record with seamless interoperability, effective-dating across modules, Single Sign-On, and universal employee profiles. The contract, awarded to a single vendor based on best value, has a twenty-four-month initial term beginning on the date of award or notice to proceed, with the potential for three additional twelve-month renewals at the County’s discretion, subject to mutual agreement and timely submission of updated documentation. All pricing must remain firm for the entire contract duration, and vendors are required to provide a detailed seven-year cost breakdown covering licenses, implementation, data migration, training, support, integrations, and optional modules, with price evaluation weighted at 35% based on a formula comparing the lowest bid to each proposal. The evaluation process prioritizes the quality of responses to the HRIS System Capability Response Matrix at 40%, followed by project plan (10%), references (10%), and vendor qualifications (5%). Vendors must submit comprehensive documentation including a company overview, detailed project plan with Work Breakdown Structure and RACI assignments, a completed capability response matrix, W9 form, and any diversity certifications. Deviations from solicitation requirements must be explicitly disclosed or the proposal will be deemed non-compliant. The County enforces strict compliance with federal, state, and local laws including workers’ compensation, wage statutes, non-discrimination regulations, and the Texas Prompt Payment Act, requiring payment within thirty days of invoice receipt. Security is paramount: vendors must protect the confidentiality, integrity, and availability of County data, perform comprehensive background checks on staff, require NDAs, provide annual information security training, and maintain a documented incident response plan. Insurance requirements include statutory workers' compensation, $500,000 employer’s liability, $1 million per occurrence/$2 million aggregate general liability, and $500,000 auto liability. Vendors must also adhere to the County’s HUB Policy with a 20% good faith goal for historically underutilized businesses and disclose any parent companies, recent acquisitions, litigation, or subcontractors. Proposals are due June