REQUEST FOR PROPOSALS FOR HR-Payroll Software

Gulf Coast Center is soliciting proposals for a comprehensive Human Resources Information System and Human Capital Management software solution to support its workforce management needs, with the contract anticipated to commence on July 1, 2026. The required solution must be fully integrated and include core HR functions such as employee record management, payroll administration across multiple jurisdictions, benefits enrollment and compliance tracking, recruitment and applicant tracking, digital onboarding, performance management, time and attendance tracking, employee self-service, robust reporting and analytics, and Affordable Care Act compliance with IRS form submissions. The vendor must also deliver full implementation services including data migration, system configuration, comprehensive training for staff, ongoing technical support, and maintenance. Proposals must demonstrate familiarity with behavioral health operations, comply with federal and Texas state regulations including the ADA and Civil Rights Act, and adhere to strict non-discrimination policies covering race, religion, sex, disability, veteran status, age, and other protected classifications. All proposers must be legally registered, maintain current federal and state licenses, and provide documented proof of financial stability through audited financial statements, tax returns, and organizational governance documents. Proposals must be submitted as a single PDF file via email to the designated contact no later than June 24, 2026, at 5:00 PM CST and must include mandatory supporting exhibits detailing ownership structure, staff credentials, insurance coverage, HUB qualification status if applicable, and prior experience serving diverse populations. The proposer must carry general liability insurance with limits of $1 million per claim and $3 million aggregate, worker’s compensation meeting statutory requirements, employer liability coverage of $1 million per accident and per disease, and automobile liability coverage under specified conditions. Gulf Coast Center must be named as an additional insured on all applicable policies, and a waiver of subrogation must be included. All personnel must be legally eligible to work in the U.S. and undergo background checks compliant with Texas Health and Safety Code. The contract prohibits subcontracting or assignment without prior written approval, and the successful proposer must indemnify Gulf Coast Center against claims arising from their performance. Evaluation will be based on a best-value approach weighing organizational experience, proposed methodology, cost, technology capabilities, knowledge of behavioral health, proposal completeness, past performance, and HUB status, with cost accounting for up to 20 points. Failure to meet essential requirements, including insurance, compliance, or disclosure obligations, will result in disqualification.