RFQ Human Resources​/Payroll Services

March 20, 2026

REQUEST FOR QUALIFICATIONS (RFQ)

Outsourced Human Resources and Payroll Services

School City of East Chicago

The School City of East Chicago ("
District
") is soliciting qualifications and cost proposals from experienced firms to provide comprehensive Human Resources and Payroll outsourcing services.

The District seeks to evaluate three potential service delivery models
:

Description

Full Outsourcing: Vendor assumes responsibility for all HR and Payroll functions

Hybrid Model 1: Vendor provides services while integrating selected existing HR personnel into operations

Hybrid Model 2: Vendor provides services for payroll only

Current District Size: Approximately 600 employees (certified and classified staff)

Human Resources Department

• 1 Director of Human Resources
• 1 HR Secretary
• 1 HR Benefits Coordinator

Payroll Department

• 1 Payroll Supervisor
• 1 Payroll Clerk
• 1 Payroll State Data Reporting/Comptroller

Human Resources Services

• Recruitment and onboarding
• Employee records management (HRIS)
• Benefits administration
• Leave management (FMLA, ADA)
• Employee relations and investigations (union)
• Compliance with laws (FLSA, FMLA, ACA)
• Policy development
• Performance management
• Certification/licensure tracking

Payroll Services

• Payroll processing
• Tax reporting and compliance
• Wage garnishments
• Time and attendance integration
• W-2 and year-end reporting
• Direct deposit and paystub management
• Audit support
• Payroll State Data Reporting

Technology Requirements

• HRIS and payroll platform
• Employee self-service portal
• Reporting capabilities
• System integration

A. Company Profile

• Firm overview
• K–12 experience
• References

B. Service Model

• Service delivery approach
• Staffing model
• Transition plan
• Data security

C. Pricing Proposal

Scenario 1:
Full Outsourcing

• Total annual cost
• Cost per employee
• Implementation fees
• Technology costs

Scenario 2:
Hybrid Model

• Total annual cost
• Adjusted cost structure
• Roles and responsibilities

Vendors must address the following transition elements:

• Implementation timeline
• Data migration strategy
• Payroll continuity assurance
• Staff training plan
• Risk mitigation strategies

Proposals will be evaluated based on:

RFQ Issued: March 20, 2026

Questions Due: April 30, 2026

Responses Due: April 30, 2026

Vendor Interviews: TBD

Board Approval: TBD

Implementation Start: TBD

Submit proposals to:

School City of East Chicago

Dr. Stacey Mc Junkins

Director of Human Resources

smcjunkins

ext. 12341

Joe Guardiola

Human Resources Coordinator

jguardiola

ext. 12013

• Compliance with Indiana procurement laws required
• District reserves the right to reject any or all proposals
• Contract terms subject to negotiation
• All submissions must comply with District procurement policies

For questions or clarifications, contact the District at the address listed above.