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What the bid is for
The San Marcos Unified School District (SMUSD) invites interested organizations and qualified entities to submit proposals for 2026-15, Human Resources Database System for San Marcos USD. This solicitation is for the 2026-27 & 2027-28.
The San Marcos Unified School District (SMUSD) is seeking proposals for a comprehensive Human Resources Database System. The system should streamline HR processes, ensure compliance, and integrate seamlessly with existing tools and workflows. The selected vendor will also provide implementation services, including data merging and the integration of manual processes into the new platform.
Scope
Automation & Compliance
- Automated Compliance Gathering and Alerts: The system must automatically facilitate the gathering of legally required clearance information and alert HR personnel of upcoming compliance requirements such as TB tests, credential expirations, and required trainings.
- Automated Certification & Credential Renewal Tracking: The system should track certification, mandated training, and credential renewal dates and send automated reminders to employees and HR staff.
- Integrated Employee Evaluation Management: The system must include tools for automated scheduling, tracking, and storage of employee evaluations.
Integration & Workflow
- Auto-populating Employee Records: The system should be capable of auto-populating employee records directly from onboarding tools such as Droplet, Ed Join, Frontline (Absence Management), PeopleSoft (Payroll).
- Integrated Volunteer & ID Badge Management: The system must provide an end-to-end workflow for managing volunteers and issuing ID badges.
- Automated Notification Triggers: The system should send automated notifications to IT, Payroll, and relevant sites upon the hiring or offboarding of employees.
- Automated Annual Roll-overs: The system must support automated annual roll-overs for all employee classifications.
Benefits & Documents
- Digital Repository for Benefit Documents: The system should include a dedicated holding space for storing active and retiree benefit documents.
- Age-out Tracking and Auditing Tools: The system must have built-in tools for tracking age-out events (e.g., Age 26 dependent reports) and conducting audits.
System & Access
- Modern, Intuitive, Web-based UI: The system must feature a modern, user-friendly web-based interface that allows for remote access.
- Expanded Licensing: The system should offer expanded licensing to ensure that leadership and all key personnel have access.
- Unified Employee Master Records: The system must maintain unified employee master records to eliminate duplicate data entry across departments.
Service Requirements
- Implementation Services: The vendor must provide comprehensive implementation services, including data merging and the integration of existing manual processes into the new platform.
- Training: The vendor must offer training sessions for HR staff and other key personnel to ensure smooth adoption of the new system.
- Support & Maintenance: The vendor must provide ongoing support and maintenance services, including regular updates and troubleshooting assistance.
- Customization: The vendor should offer customization options to tailor the system to the specific needs of SMUSD.
Delivery Requirements
- Project Timeline: The vendor must provide a detailed project timeline, including key milestones and deliverables.
- Data Migration: The vendor must ensure the secure and accurate migration of existing HR data into the new system.
- Testing & Validation: The vendor must conduct thorough testing and validation to ensure the system meets all specified requirements before going live.
- Go-live Support: The vendor must provide on-site and remote support during the go-live phase to address any issues that may arise.
Additional information
**Submission:** Bid proposals must be submitted to the Purchasing Department via the district's eProcurement Portal. All bids must be received on or prior to **4:00 pm on Wednesday, November 18, 2026**, after which bids will be unsealed. Only electronic bid submittals will be accepted. Hard copies will be returned.
Questions are due by **4:00 pm on Friday, November 6, 2026**.
Evaluation criteria
- Price Proposal: 15%
- Platform Specifications & Technical Compliance: 40%
- Professional Services & Project Delivery: 30%
- Vendor References & Similar Projects: 15%
Contract term
- Initial term: February 1, 2027 - June 30, 2028
- Renewal Option #1: July 1, 2028 - June 30, 2029
- Renewal Option #2: July 1, 2029 - June 30, 2030
- Renewal Option #3: July 1, 2030 - June 30, 2031
Insurance
- Commercial General Liability: limits no less than $2,000,000 per occurrence.
- Automobile Liability: limit no less than $1,000,000 per accident.
- Employer's Liability: limit of no less than $1,000,000 per accident.
- Professional Liability (Errors and Omissions): limit no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate.
- Sexual Abuse and Misconduct (SAM) Insurance: $2,000,000 per occurrence.
The project herein is contingent upon the approval of funding from the Universal Service Fund's Schools and Libraries Program, otherwise known as E-Rate.
