HRIS/Payroll System

The Maryland Automobile Insurance Fund (Maryland Auto) is seeking proposals for a comprehensive Human Resources Information System (HRIS) and Payroll solution to replace its current Paycom system. The procurement targets a robust software system capable of managing human resources, timekeeping, and payroll functions for approximately 200 employees (88% full-time, 12% part-time) with bi-weekly payroll processing capabilities. Key deliverables include system design, implementation, user acceptance testing, and integration with existing systems such as Sage accounting software and Empower 401(k) and 457b plan administration. Vendors must provide a solution that supports personnel management, compensation modules, applicant tracking, onboarding, employee portals, and reporting functionalities. The RFP requires detailed submissions including company background, work samples, three professional references, and a functional trial using test data. Proposals are due by December 5, 2025, at 5:00 PM EST and must be submitted via email to Responses@marylandauto.net with "HRIS/Payroll" in the subject line. The evaluation criteria will consider total cost of ownership, project approach, implementation methodology, customer references, requirement fulfillment, and ongoing maintenance capabilities.

The procurement is open to vendors located both within and outside the United States, including companies from India and Canada, with remote work permitted. Maryland Auto encourages Minority Business Enterprise (MBE) participation but is not seeking contractor/subcontractor arrangements. Vendors must provide financial documentation including P&L and Balance Sheets for the previous year, with confidential information clearly marked. The organization currently uses Sage for accounting and Empower for retirement plans, and while Workday integration is a potential future consideration, it is not a current requirement. No specific budget has been established, though comparative total cost will be a significant factor in award decisions. Maryland Auto anticipates making a selection by mid to late January, with a tentative system go-live date of July 1, 2026. The contract will be governed by Maryland law and is subject to the Maryland Public Information Act, with standard provisions including termination clauses, record retention requirements, non-discrimination policies, and indemnification limitations.