HRIS/Payroll System

ChildCareGroup is soliciting proposals for an integrated human resources and payroll solution to replace its existing HRIS/Payroll system, seeking a hosted, licensed, commercially available software product or a subscription-based fully managed solution, explicitly excluding custom-built or on-premises systems. The solution must support approximately 425 employees—70% non-exempt and 30% exempt—with bi-weekly payroll processing under a single Tax ID, managing around 500 W-2s annually. Core requirements include a unified system for employee records, compensation and benefits administration, timekeeping, payroll, talent acquisition and management, performance management, and an interactive employee dashboard. Technical capabilities must include full integration between HR and payroll modules, a mobile application compatible with iPhone and Android, on-site printing of physical checks, and tracking of regulatory certifications such as CDA, CPR, and Food Handlers. The initial contract term is one year, with four optional one-year renewal periods subject to mutual agreement, and the place of performance is Texas. Proposers must demonstrate the ability to meet these specifications with proven technical and operational capacity, including implementation timelines, training hours, and labor rates for standard and after-hours support. All proposals must be submitted electronically to procurement@ccgroup.org by 5:00 p.m. CST on May 27, 2026, and must not exceed thirty pages excluding required attachments. Mandatory components include the Proposer Contact Information Form, Insurance Verification demonstrating a minimum $1,000,000 Commercial General Liability policy, and six signed certifications covering compliance with debarment rules, drug-free workplace requirements, conflict of interest disclosure, independent pricing, and verification of no substandard work history. The cost proposal must itemize all expenses, including one-time and ongoing costs, installation, implementation, training, annual support, functionality expansion, licenses, and foreseeable fees, along with estimated implementation timelines and labor rates for training. Prices must remain firm for the initial contract term, and CCG reserves the right to request equitable price adjustments if the vendor offers lower rates to other customers. Invoices must be submitted monthly to ap@ccgroup.org with full service details and are subject to net 30-day payment terms. Awards will be based on best value, evaluated across five weighted factors: professional capacity (40 points), work history and experience (20 points), cost proposal (20 points), prior experience with non-profits (15 points), and MBE/WBE/HUB certification (