Project Information

Bid Title

RFP for Payroll, Timesheet, HRIS Software System

Issuing Agency

Kent District Library

Location

Michigan

Published Date

Nov 25, 2025

Closing Date

Jan 17, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

• RFP for Payroll, Timesheet, HRIS Software System (PDF - Note: The following RFP was drafted from a previously issued RFP and contained information requests that are not pertinent to the 2025 RFP issued in November of 2025. Those items are highlighted and struck for the benefit of all participants.)
• Due Date: 5:00 PM on January 17, 2026
• All questions received by December 26, 2025, will be considered. Questions will not be answered
  
  over the phone. Questions must be E-mailed to bmortimore@kdl.org. Compiled questions will
  
  be addressed in a follow-up posting for public review by January 5, 2026.
• Proposals can be hand delivered, mailed or emailed to:
  
  Kent District Library
  
  Brian Mortimore, Director of Human Resources
  
  814 West River Center NE
  
  Comstock Park, MI 49321
  
  bmortimore@kdl.org

Attachment Preview

Note: The following RFP was drafted from a previously issued RFP and contained information

requests that are not pertinent to the 2025 RFP issued in November of 2025. Those items are

highlighted and struck for the benefit of all participants.

REQUEST FOR PROPOSALS FOR

PAYROLL / TIMESHEET / HRIS

SOFTWARE SYSTEM

Issued By: Kent District Library

Brian Mortimore, Director of Human Resources

814 West River Center NE

Comstock Park, MI 49321

Phone (616) 784-2226 Fax (616) 647-3818

bmortimore@kdl.org

Date of Issue: November 7, 2025

Updated: November 14, 2025

Due Date / Time: January 17, 2026

PART 1

INTENT AND GENERAL INFORMATION

Kent District Library is a public library system operating 20 branch libraries and a service center in Kent County,

Michigan. Kent District Library is a 501(c)(3) nonprofit governmental employer with approximately 350

full-time and part-time employees. For more information, visit www.kdl.org.

REQUEST FOR PROPOSALS

Proposals will be received by Kent District Library located at 814 West River Center NE, Comstock Park, MI

49321, Attention: Brian Mortimore, Human Resources Director until 5:00 p.m., January 17, 2026, for:

Payroll / HR Services. Proposers shall take careful notice of the following conditions of this Request for

Proposal:

Late submissions will not be accepted under any circumstances. Submissions may be submitted via

email to bmortimore@kdl.org, hand delivered, or through regular mail.

Submitters may withdraw and / or replace proposals at any time until the deadline for submission of

proposals.

All questions received by December 26, 2025, will be considered. Questions will not be answered

over the phone. Questions must be E-mailed to bmortimore@kdl.org. Compiled questions will

be addressed in a follow-up posting for public review by January 5, 2026.

HOW TO SUBMIT A PROPOSAL

Proposals can be hand delivered, mailed or

emailed to:

Kent District Library

Brian Mortimore, Director of Human Resources

814 West River Center NE

Comstock Park, MI 49321

bmortimore@kdl.org

VENDOR RESPONSIBILITY

Submitters are fully and completely responsible for the labeling, identification and delivery of their proposals.

Kent District Library will not be responsible for any mislabeled or misdirected submissions, nor those

handled by delivery persons, couriers or the U. S. Postal Service.

PROPOSAL DOCUMENTS REQUIRED

The following documents and forms in the following arrangement must accompany each submission:

Cover Page This is to be used as the first page of the submission. This form must be fully completed and

signed by an authorized officer of the firm.

Executive Summary This part of the response to the RFP should be limited to a brief narrative highlighting

the proposer’s qualifications and experience. Typically, this section should not exceed 2-3 pages. This

section should include general information such as basic corporate information; average client size, and

how you distinguish yourself from the competition.

Firm Information / Organization The Proposer must identify the Account Manager who will be working directly

with and engaged in managing the work. Resumes must be included which reference the individual’s

qualifications and experience in managing similar projects. List relevant projects worked on, dates

showing length of time spent on each project and the specific duties responsibilities for each project.

Identify the responsibilities of the key individuals, other than the Account Manager, who will be assigned to the

proposed contract, and who will have major responsibilities for performance of the services required.

Include resumes that list relevant projects worked on, dates showing length of time spent on each project

and the specific duties and responsibilities for each project.

Kent District Library reserves the right to approve or disapprove any change to the successful Proposer’s

Account Manager. Personnel changes that impact the contract may result in the cancellation of the

contract.

Firm Experience The Proposal shall include references from the two most recent or current government entity

or nonprofit clients for similar types of payroll services:

o

Client (contact person, address, telephone #, and email)

o

Date contract started to date completed (if applicable)

o

Nature of work for each contract (include all applicable modules / work processes)

Cost Proposal The Cost Proposal must provide a detailed fee schedule including itemized services, along

with an annualized estimated cost.

o

Monthly rates for regularly scheduled activities and help desk support.

o

Labor costs, administrative costs, equipment and materials, and sub-

consultant or consultant team costs.

o

Service Center staff training and implementation costs.

o

A fee schedule for emergency and / or after-hours service calls is also required.

o

Specify price structure breakdown of cost per employee.

o

Provide any one-time costs or costs that are not based on the number of employees

(e.g., annual year end tax preparation, and processing of electronic W2s).

o

Include any general comments on pricing, or different levels of service.

o

List licensing fees (per workstation / location) for product software if applicable.

o

List charges for “special payroll reports” created by the vendor if applicable.

o

It is expected that all proposers responding to this RFP will offer government or

comparable most favorable rates. Any and all discounts offers must be clearly

delineated.

Cost proposal shall list each module / function separately and should include all purchase and implementation

costs. Kent District Library may choose to implement all modules, one module, or any combination

thereof.

While the proposer may choose to offer additional discounts or cost savings for the initial purchase of all

modules / functions combined, Kent District Library reserves the right to purchase modules / functions

individually. In addition, all prices must be firm and fixed for at least two (2) years following the notice

of award. If the purchase / implementation of a module / function occurs after such period of time,

proposer shall indicate the manner in which future pricing is calculated and / or price increases are

applied. The separate modules / functions are:

o

Human Resources Information Systems (HRIS)

o

Payroll Processing

o

Time and Attendance

o

Expense Management

o

Onboarding & E-Verify

o

Time off Accrual & Requests

o

Recruiting

o

ACA Tracking

o

Performance Management

o

Benefits Enrollment

o

Garnishment Administration

Additionally, labor distribution reports should be able to be setup based on general ledger coding for

each department and be exported as CSV or integrate with MIP Accounting Software.

Vendor Questionnaire Answers to questionnaire will be used in Kent District Library’s evaluation of

proposal.

Firm’s Current Workload and Schedule Provide information about the team that would be assigned to

the implementation, project management, and on-going support to Kent District Library.

Sub-consultants / Subcontractors Contractor shall submit a list of sub-consultants and subcontractors.

No substitutions shall be made without prior written approval by Kent District Library.

Intangibles Describe any significant or unique accomplishments or awards for work performed for similar

agencies. Provide any additional information which may be relevant to the evaluation of your submission

relative to Kent District Library’s project.

Litigation Please list any past and / or pending litigation or disputes relating to the work described herein,

that the firm has been involved in within the last five (5) years. List shall include project name, nature of

litigation and outcome of litigation (if resolved).

Licenses. Firm shall submit proof of licensing as may be required by local, state, or federal agencies to

perform the required work.

Proposal Forms:

o

Exceptions or Deviations Form.

o

Submitter Certification / Addenda Acknowledgement Form.

o

IRS W-9 Form.

EXAMINATION OF PROPOSAL DOCUMENTS

Each vendor shall carefully examine the Specifications and other applicable documents and inform himself /

herself thoroughly regarding all conditions and requirements that may in any manner affect cost, progress

Commodity Codes

• NAICS 541214Payroll Services
• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

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