RFP Human Resource Management Information System 370-800-27-028

Location:	Illinois
Posted:	Sep 1, 2026
Due:	Sep 16, 2026
Agency:	Illinois State Treasurer
Type of Government:	State & Local
Category:	D - Automatic Data Processing and Telecommunication Services R - Professional, Administrative and Management Support Services U - Education and Training Services
Publication URL:	To access bid details, please log in.

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Request for Proposals

Human Resource Management

Information System

370-800-27-028

September 1, 2026

Proposals due before 1:00 p.m. CT on September 16, 2026

Mr. Christopher Flynn

Chief Procurement Officer

Illinois State Treasurer’s Office

1 East Old State Capitol Plaza

Springfield, IL 62701

Office of the Illinois State Treasurer

Request for Proposals

Human Resource Management Information System

370-800-27-028

Table of Contents

I. OVERVIEW ......................................................................................................................... 3

II. BACKGROUND................................................................................................................... 3

III. SCOPE OF WORK .............................................................................................................. 4

IV. RFP SCHEDULE & PROCESS ....................................................................................... 12

V. EVALUATION PROCESS & CRITERIA ...................................................................... 15

VI. PROPOSAL ........................................................................................................................ 17

VII. CONTRACTUAL TERMS ............................................................................................... 21

APPENDIX A: Minimum Mandatory Services Requirements

APPENDIX B: Project Objectives

APPENDIX C: Illinois State Treasurer Certifications, Disclosures Financial Interest and Potential

Conflicts of Interest (Disclosure Form A), and Disclosures Other Contract and

Procurement Related Information (Disclosure Form B)

I. INTRODUCTION

The Office of the Illinois State Treasurer (“ISTO” or “Treasurer”) is issuing this Request for Proposals

(“RFP”) for a Human Resources Information System (“HRIS”). The Treasurer’s Human Resources (“HR”)

Division (“HR Division”) is responsible for key HR areas such as timekeeping, benefits management and

employee information management. The HR Division has physical presence in both Chicago as well as

Springfield offices. The strategic vision is to continue leveraging and enhancing a single, robust, and

integrated enterprise HRIS to support the HR Division and Treasurer employees, with a focus that enhances

data integrity, streamlines processes, and improves reporting capabilities. Entities that respond to this RFP

(“Respondents”) shall submit their responses (“Proposals”) before 1:00 p.m. September 16, 2026.

The successful Respondent (“Contractor”) shall provide and maintain a single, robust enterprise HRIS as

detailed in this RFP, for the HR Division and Treasurer employees. Respondents are encouraged to be as

creative as possible in responding to this RFP. Based on Respondent’s review of the information herein,

including specific needs and requirements, Respondents may discuss any creative approaches that meet the

Treasurer’s requirements as stated in this RFP but may enhance efficiency or reduce costs.

The Treasurer anticipates that Contractor will enter into an Agreement with the Treasurer for an initial term

of four (4) years. Upon expiration of this initial term, the Treasurer may elect to extend the Agreement, not

to exceed a total of ten (10) years, including the initial four (4) years.

II. BACKGROUND

The Treasurer’s objective is to provide employees access to a single, robust integrated enterprise HRIS

solution that supports efficient, secure, and consistent management of workforce data.

The Treasurer has made significant progress in consolidating previously disparate legacy systems into a

more unified environment. This effort has reduced reliance on outdated technologies that were difficult to

support, minimized inconsistencies in time and attendance calculations, and improved overall accessibility

of HR information.

Building on this foundation, the Treasurer seeks to further enhance system capabilities to ensure high data

quality, strengthen the security of sensitive employee information (e.g., Social Security numbers, dates of

birth), and expand reporting and analytics functionality for HR staff and managers. Continued focus will be

placed on system reliability, standardization of processes, and improved user experience across the

Treasurer’s office.

The following terms may be used in this RFP, and shall have the meanings as defined below:

“Human Resources Information System (HRIS)” is the system used for time keeping, field reports, out of

office requests, evaluations, employee information and management reporting.

“TOMS (Attendance System)” was the system used to store employee benefit time and was maintained by

the HR Division

“EMS System” allows the HR Division access historical data for purposes of reviewing employee master

information.

III. SCOPE OF WORK

The Contractor shall maintain a single Human Resource Management Information System (“HRIS”),

performing all services below (“Services”) in accordance with all applicable State and federal laws, rules,

and regulations as well as industry best practices for integrations such as web services; the HRIS and

Services must meet the following requirements:

A. Project Objectives

Implement and maintain an HRIS that meets all objectives identified in Appendix B hereto;

B. Core HR & Employee Data

1. Provide centralized employee records and serve as the primary system of record for workforce data

management;

2. Store comprehensive employee information including address, demographic data, work location,

emergency contacts, hire date, seniority date, salary information (historical and current), union data,

allocation data, and job title;

3. Allow HR to create customizable fields on employee profiles to support evolving Treasurer

requirements;

4. Support employee and manager self-service functionality for profile updates and document access;

5. Enable users to access, update, and manage employee records and retrieve HR documents;

6. Maintain key organizational data including headcount, turnover metrics, and workforce

demographics;

C. Talent Acquisition & Onboarding

1. Enable the HR Division to design and manage standardized or customizable onboarding workflows;

2. Guide employees and managers through structured onboarding tasks in a consistent sequence;

3. Support digital completion of new hire paperwork, including policy acknowledgements, tax forms,

and direct deposit information;

4. Provide a self-service onboarding portal for new hires to complete tasks, update personal

information, and review documents prior to start date;

5. Include electronic document management and e-signature capabilities to support compliance and

audit readiness;

6. Offer customizable email communications and automated reminders for new hires and stakeholders

prior to start date to ensure timely completion of onboarding activities;

7. Provide as a basic Service included in this Agreement a linked applicant tracking, recruiting and

onboarding solution, integrated with HRIS to enable seamless data flow between recruiting and

onboarding processes (as an example, the Treasurer currently utilizes JazzHR for this Service);

D. Timekeeping & Workforce Management

1. Support timekeeping, scheduling, and attendance tracking across all Treasurer employees;

2. Provide managers with real-time visibility into employee timecards;

3. Include exception tracking for missed punches, overtime alerts, and other time discrepancies;

4. Enable scheduling functionality for creating and managing employee work schedules;

5. Support leave management, including accrual tracking for vacation, sick, and personal time;

6. Allow employee self-service time-off requests with manager approval workflows;

7. Provide real-time visibility into leave balances for employees and managers;

8. Automate accrual calculations within the system;

9. Track leave availability and use pursuant to the Family and Medical Leave Act (“FMLA”);

E. Performance & Development

1. Provide a structured and configurable performance management framework;

2. Include dashboards for reviewing current and historical employee evaluations;

3. Enable the HR Division to design customized performance review cycles, including evaluation

periods, milestones, and review criteria;

4. Allow the HR Division to modify evaluation periods and adjust milestones throughout review

cycles;

5. Support full workflow management for performance reviews, including tracking, approvals, and

reviewer assignments;

6. Enable reassignment of reviewers and addition and removal of employees from active review cycles;

7. Support termination of active performance reviews when needed;

8. Send automated reminders to managers and employees for pending actions and deadlines;

9. Maintain robust audit trails capturing all performance-related activity for compliance and

transparency;

10. Allow export of performance review data for reporting, analysis, and tracking purposes;

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

RFP Human Resource Management Information System 370-800-27-028

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