REQUEST FOR PROPOSAL (RFP)

Global HRIS & Payroll System
RFP # WRHRIS2025

Issued: December 22, 2025
Responses Due: January 19, 2026

World Renew
U.S. Office

8790 Byron Commerce Drive SW

Byron Center, MI 49315

Canadian Office

3475 Mainway, P.O. Box 5070 STN LCD 1

Burlington, ON L7R 3Y8

For RFP Questions:
Jourdan Hooker, Global HR Operations & Benefits Specialist
jhooker @worldrenew.net

1. Introduction & Background

World Renew is a global faith-based nonprofit organization engaged in humanitarian, disaster response, and community development initiatives. Our workforce comprises a mix of domestic (US and Canada) and international staff. Additionally, we have overseas staff located in approximately 13 countries, to carry out our work in the field.

To support our mission and global operations, World Renew currently uses a combination of non-integrated HR, payroll, and administrative systems, supplemented by a few manual processes. We are seeking a unified, comprehensive global HRIS and US/Canada payroll solution to replace these tools, enabling World Renew to manage global personnel data, US/Canadian payroll, benefits, global compliance, and other related HR functions in a consolidated platform.

Throughout this RFP, “Organization” shall refer to World Renew, and “Vendor” shall refer to the vendor (or any subcontractors) responding to this RFP.

2. Purpose & Scope of Services requested

The Organization requests proposals from qualified Vendors for a fully integrated Human Resources Information & Payroll system capable of supporting our global operations, including compliance, payroll, HR operations, talent management, benefits administration, and learning/ performance management.

The system must support all HR and payroll needs for all staff, including salaried, hourly, full-time, part-time, temporary employment, field-based, and contract workers across multiple countries.

Required Functional Modules

• Core HR / Employee Data Management (employee profiles, position/role tracking, org chart) for a global staffing model.

• Payroll processing (gross-to-net calculations, multi-currency support, tax and statutory compliance, deductions, benefits, allowances) for US and Canada-based staff.

• Time & Attendance, Leave Management, PTO, Sick Leave, Special Leave (e.g., FMLA)

• Benefits Administration (global benefit plans, multiple benefit groups/classes, ACA management and reporting for US, benefits deductions, enrollment, voluntary benefits).

• Onboarding and Offboarding workflows.

• Performance Management and Evaluations.

• Learning Management System (LMS) / Training Management.

• Applicant Tracking System (ATS) / Recruitment & Talent Acquisition.

• Compensation Management.

• Employee Self-Service Portal (for employees in different geographies, including low-bandwidth/mobile access, options for additional languages).

• Document Management & Compliance (contracts, visas/immigration, Educational Assistance documentation, reimbursements, tax forms).

• Reporting & Analytics (global dashboards, audit trails, workforce metrics, cross border reporting).

System Delivery / Hosting Requirements

• Cloud-based hosting accessible globally (web and mobile) with reliable performance in low-bandwidth/field contexts.

• Single integrated database for all modules.

• Ability to migrate historical and existing employee data from current systems/spreadsheets.

• Configurable reporting tools, export/import capabilities (e.g., Excel, CSV), automation of standard reports.

• Multiple environments (production, test, sandbox) for safe implementation and testing.

Implementation, Support & Maintenance

• Implementation planning, including data migration, configuration, change management, project management/milestone tracking, and rollout support.

• Dedicated vendor implementation team during rollout.

• Ongoing technical support, maintenance, upgrades, and legislative/ compliance updates

• Training for administrators and end-users — including materials, release notes, and user documentation.

• Option for customization (custom reports, custom fields, integrations), with clear costs outlined.

3. Organization's Payroll & HR Facts

To assist Vendors in preparing proposals, World Renew provides the following high-level facts (approximate and subject to verification):

• Staff include a mix of full-time, part-time, hourly, salaried, contract, temporary, and international field-based employees.

• Payroll may need to support multiple currencies, such as CAD and USD, multiple countries' tax/regulation regimes, and variable pay structures (salaried, hourly, allowances, reimbursements, stipends, benefits, and other normal and customary fringe benefits).

• Diverse US and Canadian benefits and leave types (standard PTO, sick leave, medical leave, reimbursed housing, reimbursements for relocation, travel) that must be tracked and reported.

• Need for document storage (contracts, agreements, compliance/legal forms, international staff documentation) and auditability.

(Vendor responses should describe how the proposed system supports such complexity and variability).

4. Proposal Submission Instructions & Vendor Requirements

Proposals submitted in response to this RFP must include:

• Company name, address, contact information, ownership/organization structure.
• Description of company background and relevant experience, especially with global nonprofits or organizations operating globally, managing multi-country payroll/HR, or with humanitarian/field staff complexity.
• Names/titles of key personnel who would lead the implementation and ongoing support for World Renew.
• References (minimum three) from organizations with similar complexity, including contact information.
• Implementation plan and timeline (data migration, configuration, testing, rollout).
• Maintenance and support plan, including how updates/releases, compliance updates, customizations, and user support are handled.
• Description of hosting/infrastructure, security, data privacy compliance (e.g., encryption, audit logs, data protection policies).
• Training plan for administrators and end-users (onboarding, self-service use, regional staff, multilingual support if applicable).
• Cost proposal using a clear fee matrix: separate line items for software license/subscription, implementation services, training, support/maintenance, customization, third-party software (if any), and ongoing subscription fees.
• Contract terms — including contract length, renewal options, termination clauses, service-level agreements (SLAs).

Proposals should be submitted in PDF format, clearly labeled with “RFP # WRHRIS2025”, date, and vendor name.

5. Evaluation Criteria

Proposals will be evaluated by a cross-functional World Renew committee against the following criteria:

• Functional fit: ability to meet required modules and support global HR & payroll complexity.

• Technical architecture: integrated database, cloud/mobile hosting, data migration capability, data security & privacy compliance.

• Implementation plan: completeness, realistic timeline, data migration, training, change management. And project management support.

• Vendor experience and references, particularly with global non-profits or globally distributed organisations.

• Cost — including total cost of ownership (license/subscription, implementation, maintenance, customization).

• Support and maintenance model — responsiveness, support availability, upgrade cadence, Service Level Agreements (SLAs).

• Flexibility and scalability — ability to accommodate different employee types, organisational growth, and changing organizational needs.

• Reporting & analytics capabilities — global dashboards, audit trails, compliance reporting.

• User experience — including usability for staff in field, mobile access, multilingual support where relevant.

• Transparency and compliance — ability to meet data privacy, legal, and compliance requirements globally.

6. Project Timeline & Key Milestones

• Dates to be filled in and adjusted based on vendor responses and organizational approval timelines.

7. Contract Term & Maintenance

We anticipate a multi-year contract (e.g., 3-year initial term with option to extend) that includes ongoing maintenance, support, updates, and compliance patches. Vendors should include a maintenance/support plan, upgrade path, and any associated costs in their proposals.

8. Additional Requirements & Expectations

• Support for global data privacy compliance (e.g., General Data Protection Regulation (GDPR), HIPAA (Health Insurance Portability and Accountability Act), other relevant data protection regulations).

• Robust security protocols — encryption, secure hosting, audit logs, access control.

• Scalability and flexibility to handle multiple employee types and global operations.

• Mobile and low-bandwidth usability for remote or field-based staff.

• Change management support — training, documentation, and communication plans for rollout.

• Transparency and accountability — audit trails, reporting, documentation for donor reporting, compliance, and audits.

9. Instructions for Questions & Communications

All questions regarding this RFP must be submitted in writing to Jourdan Hooker at jhooker@ worldrenew.net by January 12, 2026. Vendors will receive responses to all submitted questions, and any addenda to this RFP will be issued formally.

10. RFP Response Format & Attachments

Vendors must submit:

• Cover letter — including RFP title, confirmation that fees are firm for at least 90 days, acknowledgement of reading and agreeing to terms.

• Vendor background and organization profile.

• Implementation & support plan (including project team org chart).

• Functional response — module-by-module explanation how each requirement is met or planned.

• Technical & security architecture description.

• Training plan for administrators and end-users.

• Cost proposal (fee matrix).

• Contract terms (if available).

• References & case studies (especially nonprofit or global organizations).

• Any additional attachments or clarifications the vendor deems helpful.

11. Reservation of Rights & Terms

World Renew reserves the right to accept or reject any or all proposals, to waive any irregularities or informalities, to negotiate modifications, to cancel or re-issue the RFP, or to abandon the project at any stage without liability. Submission of a proposal does not constitute a binding contract.