REQUEST FOR PROPOSALS: PAYROLL SERVICES

Transcription

1 REQUEST FOR PROPOSALS: PAYROLL SERVICES Brookhaven Innovation Academy ( BIA ) is a public charter school located in Gwinnett County, Georgia and authorized by the Georgia State Charter Schools Commission and the Georgia Department of Education. BIA is a not for profit corporation and is exempt from sales, use and other taxes. BIA intends to outsource its payroll needs to a qualified payroll agency and is requesting proposals and cost structures for such a contract. BIA will open in August, 2016 and will employ approximately 50 employees (roughly 90% full time, 10% part time). As a public school in Georgia, employees will be enrolled in the Teachers Retirement System ( TRS ). Other employer contributions and employee deferrals from retirement, major medical, cafeteria and other agencies will be included in BIA s payroll function. RFP Information At A Glance Bid Title: Professional Payroll Processing Services Send Proposals To: Brookhaven Innovation Academy c/o Prestige Charter School Solutions PO Box 86 Rutherfordton, NC Due Date & Time: RFP Must be Received by 5:00pm, EDT on June 1, 2016 Contact Information: Prestige Charter School Solutions, LLC Dylan Parkes, School Consultant (Brookhaven Innovation Academy) dparkes@brookhaveninnovationacademy.com Table of Contents RFP Information At A Glance... 1 Table of Contents... 1 Specific Information Requested Within Proposal... 3 Explanation of Experiences... 3 Payroll Submission, Processing and Training... 3 Fee Structure, Impounds and Collection... 3 Schedule and Errors... 3 Benefit Payments and Garnishments... 3 Payroll Reports... 3 Issue Resolution... 3 Departmental Reporting... 3 References... 4 Onboarding... 4 Additional selling points or information... 4 Scope of Work... 4 Processing and Managing Payroll Data and Processes:... 4 General Terms & Conditions... 4 Scope

2 Time Schedule for Awarding the Contract... 4 Delivery of Proposals... 4 Method of Evaluation... 5 Professional Liability... 5 Non Exclusive Agreement... 5 Confidentiality of Information... 5 Qualifications of Vendors & Eligibility Requirements... 5 Proposal Preparation Costs... 5 Solicitation of School Employees... 6 Lobbying... 6 Ownership of Work Product... 6 Taxes... 6 Inquiries / Information... 6 Georgia State Contracts... 6 Basis of Award or Rejection of Bids... 6 Contract Termination... 6 Description of the Charter School

3 Specific Information Requested Within Proposal Explanation of Experiences: Preferences will be given to vendors who have experience with charter schools or other schools (i.e. private schools). Please provide description of the services you have provided to such schools, if any, in addition to references from three current clients. Payroll Submission, Processing and Training: Provide a detailed description from payroll submission to payroll issuance, identifying and describing any necessary duties required of school based personnel. Include screenshots of the online system, if applicable. Describe the nature of training of school based BIA staff on the operation of any online systems. Fee Structure, Impounds and Collection: Provide detailed information regarding the fee structure and how the fees are calculated. Specifically include a breakdown of service fees for processing either semi monthly or monthly payroll including, but not limited to, those fees associated with producing required payroll reports requested by third parties (e.g. insurance census information, workers compensation audit information, etc.). Any other fees that would potentially be charged to the school should also be outlined. Indicate whether and how the payroll company will impound, collect, pay or otherwise facilitate payment of all federal and state employment taxes, deferrals (including TRS), unemployment insurance and workers compensation insurance. Schedule and Errors: Provide the schedule for furnishing the employer with copies of monthly, quarterly and annual payroll tax returns and reports. Provide a description of the process when a payroll error is discovered and any costs associated with correcting payroll errors. Provide a statement regarding the payroll company s policy as it relates to fees, penalties and interest associated with erroneous filings, missed filings or delinquent payments. Benefit Payments and Garnishments: Provide a description of how benefit payments (including withholdings, deferrals and contributions for insurance, retirement or other employee benefit plans) are managed by the payroll company. Provide a description of how court ordered or other mandated garnishments are managed by the payroll company. Include all fees associated with managing benefit and garnishments. Payroll Reports: Provide samples of payroll reports typically issued. Detail how these reports are obtained (e.g.web based portal, automatic, customer service, etc.). Indicate whether reports can be exported into formats. Indicate if report templates are available for import by the Intacct cloud based accounting system. Indicate whether employees will have the ability to retrieve historic payroll information through an online portal. Issue Resolution: Provide an explanation of how issues, concerns and disputes are resolved between the payroll company and client. Indicate if the client has a single point of contact and provide the average response time to inquiries. Departmental Reporting: Provide verification that employees will be able to be classified within various departments for reporting purposes. 3

4 References: Provide the contact information for three references, preferably schools. Onboarding: Provide a description of the process for onboarding employees to the payroll system including a timeline and the duties required by school based BIA personnel. Additional selling points or information: Please provide any other additional information that you feel would be helpful in the decision making process. Scope of Work Processing and Managing Payroll Data and Processes: The proposed scope of work for the payroll provider should include, at a minimum, the following: Collecting time and attendance information from the key school personnel Performing file maintenance (onboarding and setup of new employees, terminating departing employees, payroll data changes, etc.) Setup, calculate and remit payroll deferrals and other withholdings, deductions, offsets and garnishments Processing timely payroll Processing benefit remittances from payroll (i.e. retirement, insurance, etc.) Producing useful payroll reports by department and other dimensions Ensure timely payment, reporting and accuracy of all federal, state and local payroll taxes Produce census information for annual census and other data collection (e.g. worker s compensation audit, Form 5500 preparation, group insurance ratings, etc.) Producing data reports with each payroll processing that are compatible for upload with Intacct cloudbased accounting and general ledger system Providing online employee access to paycheck information and annual tax forms General Terms & Conditions Scope: Brookhaven Innovation Academy requests proposals from agencies with experience providing payroll services to charter schools starting as soon as is feasible. Time Schedule for Awarding the Contract: Request for proposal packages will be available by May 5, Proposals must be received on or before June 1, Delivery of Proposals: The Brookhaven Innovation Academy requests that no Brookhaven Innovation Academy officials be contacted during this process. Brookhaven Innovation Academy has assigned management of the RFP task to Prestige Charter School Solutions, LLC ( Prestige ). All communications regarding the RFP shall be directed toward Prestige. Be advised that Prestige does not have the right to act as an agent of the Board of Directors of Brookhaven Innovation Academy to negotiate terms or pricing or to execute a fee contract. However, Prestige may request proposals, receive proposals, examine proposals for minimum qualifications and contact the proposing firm to clarify questions concerning the RFP. All proposals are to be delivered first class mail through U.S. Postal Service to the following address: 4

5 Brookhaven Innovation Academy c/o Prestige Charter School Solutions PO Box 86 Rutherfordton, North Carolina Method of Evaluation: The Finance Committee will review the proposals and make a recommendation to the Brookhaven Innovation Academy Board of Directors on or before June 20, 2016 at which time the contract will be awarded. The Brookhaven Innovation Academy Governing Board reserves the right to reject any or all bids, waive technicalities, and to be the sole judge of suitability of the services for its intended use and further specifically reserve the right to make the award in the best interest of the school. Failure to respond to any requirements outlined in the RFP, or failure to enclose copies of the required documents, may disqualify the bid. Professional Liability: The successful bidder shall procure and maintain Professional Liability Insurance for the life of this contract/agreement, plus two years after completion. This insurance shall provide coverage against such liability resulting from this contract. The minimum limits of coverage shall be $1,000, with a deductible not to exceed $25,000. The deductible shall be the responsibility of the insured. Professional liability policies shall hold harmless the school and each officer, agent and employee of the school against all claims, against any of them, for personal injury or wrongful death or property damage arising out of the negligent performance of professional services or caused by an error, omission or negligent act of the awarded bidder or anyone employed by the awarded bidder. Non Exclusive Agreement: This RFP does NOT establish an exclusive arrangement between the school and vendor. The school reserves, but is not limited to, the following rights: The right to use others to perform work and services described in this RFP; The right to request proposals from other Vendors for work described in the RFP; The unrestricted right to bid any work or services described herein. Confidentiality of Information: The school reserves the right to retain all copies of vendor proposals submitted in response to this Request for Proposals. You are hereby notified that under Georgia Law, proposals submitted in response to this solicitation cannot be granted immunity from public scrutiny. All information submitted must be made available to the public for examination, if so requested. Vendor requests to hold certain submitted materials in confidence cannot be honored. If it is essential to your organization that certain materials be kept confidential, and they are a required element of this Request for Proposal, it is recommended that you decline to respond to this solicitation. Qualifications of Vendors & Eligibility Requirements: The school expressly reserves the right to reject any proposal if it determines that the business and technical organization, equipment, financial and other resources, or experience of vendor, compared to work proposed, justifies such rejection. Proposal Preparation Costs: The costs of developing proposals are entirely the responsibility of the vendor, and shall not be charged in any manner to the school. This includes, but is not limited to, the direct cost of vendor personnel assigned to prepare vendor s response to the RFP and any out of pocket expense (including, but not limited to, travel, accommodation, supplies) incurred by vendor in preparing the response to the RFP. 5

6 Solicitation of School Employees: The school expressly prohibits vendors from making any offer of employment, equivalent offer or any other offering of value to any employee or representative of the school. Lobbying: Respondents are hereby advised that lobbying is not permitted with any school personnel or Board members related to or involved with this RFP. All oral or written inquiries must be directed Prestige Charter School Solutions. Lobbying is defined as any action taken by an individual, firm, association, joint venture, partnership, syndicate, corporation, and all other groups who seek to influence the governmental decision of a Board member or school personnel on the award of this contract. Any respondent or any individuals that lobby on behalf of respondent may result in rejection or disqualification of said proposal. Ownership of Work Product: The school shall have ownership rights, including copyrights and patents, to all work products developed for the school by the vendor. Taxes: Purchases are exempt from all federal excise and state sales taxes. Inquiries / Information: Any questions by prospective bidders concerning requirements of this bid should be addressed to Prestige Charter School Solutions via at bia@prestigecss.com. Georgia State Contracts: If a company currently holds a contract with the State of Georgia, Department of Management Services, Division of Purchasing or the Georgia Department of Education, to supply the products or services requested in this bid, the bidder shall quote not more than State contract price(s). Failure to comply with this request may result in disqualification. The Board reserves the right to reject bids and purchase from State contracts if to do so represents its best interest. Basis of Award or Rejection of Bids: The Finance Committee will recommend the lowest responsive and responsible bidder to the Board. Slight variations or irregularities may be accepted by the Board if either is found to be in its best interest. The Finance Committee shall be solely responsible for determining the acceptability of a bid. The Board reserves the right to reject any or all bids, either in part or in whole. Contract Termination: All proposals shall explicitly state that the school s Governing Board reserves the right to terminate a vendor s contract for just cause, without penalty. The Chairman (or designee) will notify the vendor of the intent to terminate, in writing, at least 30 days prior to the effective date of the termination, and the contract will officially terminate at the end of the 30 day grace period. The vendor may request reconsideration of this decision in writing at any time during the 30 day grace period. The request must be addressed to the Head of School who will initiate an internal review of the matter. If the vendor s input is required as part of the reconsideration process, the vendor will be notified when and where to appear. Requests for reconsideration received after the 30 day grace period will be denied. Description of the Charter School: Brookhaven Innovation Academy is a Georgia charter school authorized by the Georgia State Charter Schools Commission and the Georgia Department of Education. The school s student population in is anticipated to be 420 students in grades K 6. Grades will matriculate up to grade 8 with enrollment growth estimated to be approximately 15% each year thereafter. The school will employ approximately 60 employees in its first year. The school will be located at 3159 Campus Drive, Norcross, Georgia

7 Brookhaven Innovation Academy s mission is to provide students with an education that maximizes the realization of their individual talents and prepares them for success in a technology and information driven 21st Century Economy. The charter school s personnel will provide documents, records and files as required. The proposed contract (NOT THE PROPOSAL) should be addressed to: Brookhaven Innovation Academy 3535 Peachtree Rd, Suite Atlanta, Georgia