SBE: Agency Payroll System

The Illinois State Board of Education (ISBE) is seeking a vendor to provide a new cloud-based agency payroll processing system with single sign-on capabilities. The system must integrate with Active Directory or Entra ID and include talent management applications for functions such as timekeeping, recruitment, onboarding, and performance management. Key deliverables include processing semi-monthly payroll for approximately 575-579 employees across three payroll groups: Exempt, AFSCME Bargaining Unit, and IFSOE Bargaining Unit. The procurement will replace the current DoIT Central Payroll System and internal Human Resources Management System, with a mandatory system go-live date no later than December 31, 2025. Evaluation criteria include technical requirements (800 points), commitment to diversity (160 points), and pricing (280 points), with a minimum of 700 points required in technical and diversity components to be considered for price evaluation. Critical dates include bid posting on January 21, 2025, bid opening on February 20, 2025, vendor demonstrations on March 12, 2025, contract award on March 20, 2025, and contract execution on April 14, 2025. The initial contract term runs through June 30, 2029, with a maximum total term not exceeding 10 years.

The procurement includes specific Business Enterprise Program (BEP) goals of 2.1% and Veteran Business Program (VBP) goals of 1%, indicating a strong focus on diversity and inclusion. Vendors must complete a comprehensive Commitment to Diversity form, which evaluates six key categories including BEP goal compliance, subcontracting with women/minority/disabled-owned businesses, DEI spend, DEI time commitments, DEI policies, and staffing diversity. The state requires vendors to have an active registration in the Illinois Procurement Gateway and submit detailed vendor disclosure forms covering business information, ownership, potential conflicts of interest, and compliance with state regulations. Existing infrastructure includes a current mainframe-based system hosted by DoIT and an internal SQL server application for personnel transactions. While no specific budget range is explicitly stated, the comprehensive requirements suggest a significant investment in modernizing the agency's payroll and human capital management systems. Vendors must demonstrate the ability to integrate with the State Comptroller's office for payroll payments and coordinate with third-party benefits processors.