Employer of Record

San Jacinto Community College District (SJCCD) has issued Request for Proposals (RFP #25-19) for Employer of Record services, specifically targeting management of administrative functions for out-of-state employees. The procurement seeks a vendor to comprehensively handle tax requirements, payroll processing, worker's compensation, and benefits administration for employees working outside of Texas. Key deliverables include providing comprehensive benefits packages, managing state tax compliance, processing payroll, conducting employee onboarding/offboarding, maintaining employee records, and providing an online management portal for both employee and institutional access. The evaluation criteria are detailed, with 35 points allocated for scope understanding and approach, 30 points for pricing, 10 points each for firm and personnel qualifications, 10 points for references, and 5 points for terms and conditions exceptions. The RFP was issued on January 10, 2025, with questions due by January 21, 2025, and proposals due January 30, 2025 at 2:00 p.m. Central Time through IonWave. Virtual presentations for top-ranked firms are potentially scheduled between February 17-20, 2025, with award recommendations expected in March/April 2025.

The contract term is three years with two optional two-year renewal periods. While the RFP does not establish specific set-asides for historically underutilized or small businesses, the awarded contractor must track and report subcontractor diversity classifications if subcontractors are utilized. The pricing structure requires submission of two components: a Fixed Monthly Fee Per Employee and a Benefits Administration Fee Per Employee. SJCCD serves approximately 30,000+ students across five campuses in Pasadena and Houston, Texas, indicating the potential scale of the contract. No specific incumbent vendor or precise budget range is mentioned in the documentation. An additional unique feature of the evaluation process is the potential for 40 supplemental points to be awarded through interviews, which could significantly impact the final vendor selection. The procurement appears designed to streamline administrative processes for out-of-state employee management, with a comprehensive approach to vendor selection that emphasizes both technical capability and cost-effectiveness.