Request for Proposal for College Payroll Services

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1 COUNTY OF SALEM STATE OF NEW JERSEY Request for Proposal for College Payroll Services Submission Date: Thursday, September 4, :00 a.m. Prevailing Time Salem Community College * 460 Hollywood Ave * Carneys Point, NJ (856)

2 ADVERTISEMENT Request for Proposal The Salem Community College is seeking a Request for Proposal RFP for College Payroll Services. Interested applicants can obtain the Request for Proposal package by contacting the Manager of Purchasing of Salem Community College by phone ( ); or by mail at the address listed herein; through the website ( or in person during regular business hours (8:30am - 4:30pm) in the Purchasing Office, Room TIL201C, Tillis Hall, Salem Community College, 460 Hollywood Avenue, Carneys Point NJ Interested applicants must submit their proposal by 9:00 a.m., prevailing time, on Thursday, September 4, 2014 to the Manager of Purchasing, Salem Community College, Room TIL 201C, Tillis Hall, 460 Hollywood Ave, Carneys Point, NJ The proposal is to be placed in a sealed envelope within the mailing envelope. The internal envelope is to be clearly labeled RFP Payroll Services. At that time and place, all proposals received shall be publicly opened and announced by the Manager of Purchasing. Proposals not received by the prescribed date and time will be rejected and returned unopened to the bidder.

3 INSTRUCTIONS TO BIDDERS 1) A bid deposit must be submitted with this bid proposal in the form of a certified check, cashier s check, or bid bond in the amount of 10% of the amount bid, but not to exceed $20,000 (if applicable). Bid deposits, except those of the three apparent lowest bidders shall be returned within ten working days after the bid opening. The balance will be returned within three working days after the award of the contract. APPLICABLE: YES X NO 2) When performance bonds are required, a Certificate of Surety must be submitted with the bid proposal, stating that if a contract is awarded to the bidder, the surety will become bound as surety for the faithful performance of the contract. APPLICABLE: YES NO X 3) The Vendor agrees to and with the Salem Community College that it will save harmless the College from any action at law for damages because of any breach of contract or of the specifications, upon which same is based. The Vendor further agrees to comply with all policies of the Salem Community College, and with all statutes of the State of New Jersey relative to this contract. 4) Subject to the requirements of the New Jersey Local Public Contracts Law, N.J.S.A. 40A:11-1, et sec., the College reserves, holds and may exercise, at its sole discretion the following: a) To reject any or all bids, or to waive any informalities in the bids. b) To reject all non-conforming, non-responsive, unbalanced or conditional bids. c) The College reserves the right with equal or tie bids, to award the contract that best suits the interest of the College. 5) Each bid must be signed in ink by the person authorized to do so. 6) Award of contract to the successful bidder must be made within 60 days after receipt of the bids. 7) Contract may be awarded on a lump sum or partial basis whichever is in the best interest to the College. 8) In case of default by the bidder or contractor the College may procure the articles or services from other sources and hold the bidder or contractor responsible for any excess cost over the contracted amount.

4 9) Prevailing Wage & Labor Laws. The New Jersey Prevailing Wage Act, N.J.S.A. 34: , et seq. All bids shall contain a statement to the effect the Bidder and all subcontractors hired by the Bidder will, If applicable, pay any and all workers employed no less than the prevailing rate as determined pursuant to N.J.S.A. 34: et seq. by the Commissioner of Labor and Industry or duly authorized deputy or representative. APPLICABLE YES X NO 10) Equivalent Products The designation of any item set forth in the Bid Specification by trade name or the like is intended to be for the purpose of establishing a minimum standard for that item. A bidder may bid the trade name item or another item in its place which meets or exceeds the trade name specifications. No item which does not meet at least the specifications of the trade name item will be acceptable. APPLICABLE YES X NO 11) No interpretation of the meaning of the specifications will be made to any bidder orally. Every request for such interpretation should be in writing to the Purchasing Agent and to be given consideration must be received at least (5) days prior to the date fixed of the bid opening. Failure of any bidder from any obligation under his bid submitted. All addenda issued shall become part of the contract. APPLICABLE YES X NO 12) The following forms are mandatory and must be submitted with the bid: Statement of Ownership, Affirmative Action Form, executed and notarized Non-Collusion Affidavit, W-9, Certificate of Insurance, Vendor Information Sheet and copy of valid NJ Business Registration Certificate or a copy of bidder s Public Works Contractors Certificate is mandatory on all construction projects, building repairs, and/or any building alteration. FAILURE TO SUBMIT WILL RESULT IN REJECTION. APPLICABLE YES X NO 13) Bidder must list and submit any and all exceptions being made to our specifications. Failure to do so may result in rejection of bid. APPLICABLE YES X NO 14) Pursuant to N.J.S.A. 40A: American made goods and products shall be used where possible. PLEASE SUBMIT YOUR BID PACKAGE IN DUPLICATE

5 Scope It is the intent and purpose of these specifications to adequately describe the type, quality, quantity and standards the College is seeking for the provision of College Payroll Services. The conditions and requirements are intended to be open and competitive for the purpose of obtaining adequate participation of interested parties, uniformity in the submission of proposals and selection of the most responsive bidder the College shall be the sole judge concerning the merits of all proposals and sample materials submitted in accordance with the Competitive Contracting process. Please note: The most qualified responsive bidder will be awarded the contract, not necessarily the lowest bidder. Contractors are required to complete and submit attached forms. When submitting your proposal please address all questions thoroughly. The College Payroll Committee will be reviewing each submittal. The award will go to the vendor with the highest score based on the ranking of the prerequisites of each section.

6 Section 1 The Salem Community College current payroll overview: BI-MONTHLY Processing for 24 pays Direct Deposit Group Term Life Automated Calculation Bi-Monthly Reports: Labor Distribution, Payroll Register, Statistical Summary, Unused Deduction, Wage Garnishment, Payroll Audit, Credit Union Report Payroll Reports (bi-monthly & quarterly) up loadable files to Great Plains Software and Print 24 Hour Payroll Delivery Service PC and P/R Connection Local Area Network (LAN) 1.5% Benefits / Employee Benefits Contribution Calculation w/pre-tax capability REPORTING (BI-MONTHLY REPORTS) Each of the above weekly reports need to have the ability to reproduce at will for the following criteria: o For a specified period of time that includes more than one pay period; o For previous payroll periods o Must be able to cross years when running multiple pay periods; o Ability to run for specific department or group of departments, or specific employees. o Specific payroll reports need to be ed automatically to payroll staff. Specific payroll reports need to be ed automatically to payroll staff. Need to have the ability to set up automatic delivery of specific reports to officers/department head personnel when processing Bi- Monthly payroll. ed reports need to come from the system at the service provider s location.

7 MONTHLY Check Reconciliation Report, and supply information to our bank for positive pay Wage Garnishment Processing Service (WGPS Service) QUARTERLY Pension Reports for Public Employees (PERS) Quarterly Earnings Records NJ-SUI Delivery of Tax Returns All quarterly tax returns, both State and Federal, need to be ed as encrypted pdf files 10 days after the end of each quarter. Need to have the ability to reproduce quarterly tax returns via pdf on demand. Service provider will submit 941 quarterly forms to State of NJ YEAR-END WR-30 Tax Reporting Year-End Reports W2s Preview on CD Rom / prior to final W2s Delivery of Final Print & CD Rom Fast Wage & Tax Facts MISCELLANEOUS Start-Up Training and Additional Training as needed at our site Technology Updates & Maintenance

8 Telephone Access to Service Professionals Team Service provider needs to be fully certified for the SAS 70 Type II for the current year and at least past two years. Custom reports, at the client option, the service provider would build any special, custom report for client, at no cost. Calculation of 1.5% Medical vs. Employee Benefits Contribution: Each employee has either a benefits cost or the 1.5% mandatory NJ medical. The system must be able to determine which of the two deductions is higher, and apply the higher of the two for a weekly payroll deduction. MASTER CONTROL REPORT Employee personal information: - name - address - social security number (w/block capability) - hourly rate/salary information - title code - GTL benefit factor and coverage amount - Dates: birth, hire, termination, LOA - marital status - tax exemptions/withholdings - pension number/rate Shows all earnings, goals, limits and remaining balances, voluntary deductions and year-to-date Cumulative Data for all. Company totals: hourly rates, salary rates, total rates; active employees her hires, changes, entries, pays

9 PAYROLL CHECK REGISTER REPORT Show earnings by department. All earnings must be customized to our needs Must show period ending dates and pay dates on weekly reports Show department number on report and checks, Ability to and split earnings/overtime between multiple departments Hours and wages by earnings type for current pay Check numbers or direct deposit memos EARNINGS STATEMENT REPORT Report by employee showing all personal data, accumulated pay data by quarter, pay dates and mandatory and voluntary deductions Show department number on report and check numbers ONLINE PC REQUIREMENTS Ability to make changes to the department that an employee worked after a payroll has processed. The ability to move wages from one department to another, after checks have been cashed. Auditing History: Field showing an Audit of the changes done to a particular field, and must show current value, past value, when the changes occurred and what user made the changes. Check template needs to be set up to allow for instant multiple check creation per employee. The templates need to have the ability to apply specific earnings codes or deduction codes (may be different than what is set up for employee) and special taxability. Ability to print reports that verify changes to Master file Ability to create, edit and customize all payroll reports, and print all payroll reports at will. Ability to preview entire payroll register prior to transmitting final for processing.

10 Ability to do Mass processing for earnings codes or deduction codes by department. Ability to process 3rd Party Sick Pay W-2s Gross Pay $5,565,000.00

11 Section 2 Evaluation of Proposals: The contract will be awarded to the vendor that best meets the needs of the College. The following criteria shall be used for evaluating the proposals under the Competitive Contracting process: A. Technology Where does the contractor s software reside? What programming language does contractor s software use? What are the workstation and server requirements needed by the College? Can more than one user access the program at a time? What is the level of encryption? Can security access restricted to information by employer, user, screen field and web access? B. Functionality Describe the data import and export capabilities of your system and the formats that are supported. Online external payroll data interface / data exchange with Great Plains Software? Online payroll reports and electronic pay statements? What is the standard method to interface to back office systems? Are the reports dynamic? Can information from the viewed screen be sorted or drilled down? Please list any/all data formats in which report generated data may be viewed or exported to other tools. Does your software provide the ability to access on line information in the database from an Excel spreadsheet or from a spreadsheet style report? Employee access to a web base portal? If yes describe features.

12 C. Accountability D. Service E. Pricing Please describe your data conversion process. How much of the College data history will be converted? Will required training be conducted on or off site? How much time is required for training and is it included in proposal? Describe training methods (webinars, group training, one on one training). What type of product support do you offer? (Phone support and / or instruction manuals) If manuals are available please provide an example. Please describe a typical implementation for a project similar to the College scope and size. Yes there a dedicated implementation project manager? Does your Company provide software upgrades as part of your package? Are customizations or modifications maintained with each upgrade? If not then what is the process for accommodating these situations? Please describe your company to us and include references to current clients of a similar size and needs as the College. Please provide in your proposal your overall annual cost. Unit pricing for each stand-alone module of the program (ie. HR, payroll, employee portal, time & attendance) and bundled pricing should be submitted. Also please provide cost for any additional reports such as prior payrolls or to customize reports.

13 Please attach your response to section 2. Signature Individual and/or Company Name Date

14 Please attach your response to section 2. Signature Individual and/or Company Name Date

15 P R O P O S A L College Payroll Services for the Salem Community College TO: Salem Community College 460 Hollywood Ave Carneys Point, NJ Dear Board Members: shall make this proposal with full knowledge of all (Name of Company) stipulations, conditions, requirements, instructions to bidders and specifications. If awarded the contract, this Company will enter the contract with good and sufficient surety for the faithful execution of the contract. COMPANY NAME ADDRESS DATE PHONE BY (Signature and Title of Officer of Company authorized to execute a contract) Amount proposed to be attached. PROPOSAL TO BE SUBMITTED IN DUPLICATE A bid deposit is required in the form of a certified check, bid bond or cashier s check.

16 BIDDER S CHECK LIST * Business Registration Certification * Stockholders Disclosure Certification * Affirmative Action Compliance Notice * Bid Deposit (if applicable) *Bid Proposal Form *Surety Agreement (if applicable) * W-9 Tax Form (if awarded Contract) *Certificate of Insurance *Non-Collusion Affidavit * MANDATORY PLEASE PROVIDE 2 DUPLICATE(S) OF THE BID.

17 Business Registration Certification Effective September 1, 2004, the State has expanded its Contractor Registration Program to local Government contracts, P.L. 2004, c57. All business organizations that do business with a local government agency are required to be registered with the State. The business must provide proof of that registration to the local government agency before that local government agency can enter into a contract with the business. A copy of the Business Registration Certificate shall be provided at the time any bid or RFP is submitted; failure to do so is a fatal defect that cannot be cured. A copy of the Business Registration Certificate must also be on file before any purchase order/voucher or other contracting document can be issued. Contractors are responsible for notifying subcontractors. Further information and registration can be obtained online from the NJ Treasury, Division of Revenue or by calling (609) ************************ P.L Chapter 238. The Public Works Contractor Registration Act specifies that no contractor or subcontractor shall bid on or engage in any contract (or part thereof) for public work which is subject to the provisions of the New Jersey Prevailing Wage Act, P.L C. 150 (c. 34: et seq.) for the construction, reconstruction, demolition, alteration, repair, or maintenance of a public building regularly open to and used by the general public or public institution, and includes any subcontractor or lower tier subcontractor of a contractor unless they are registered with the Commissioner of Labor.

18 SCHEDULE A MANDATORY EQUAL EMPLOYMENT OPPORTUNITY LANGUAGE N.J.S.A. 10:5-31 et seq. (P.L. 1975, C. 127) -- N.J.A.C. 17:27 -- GOODS, PROFESSIONAL SERVICE AND GENERAL SERVICE CONTRACTS During the performance of this contract, the contractor agrees as follows: The contractor or subcontractor, where applicable, will not discriminate against any employee or applicant for employment because of age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex. Except with respect to affectional or sexual orientation and gender identity or expression, the contractor will take affirmative action to ensure that such applicants are recruited and employed, and that employees are treated during employment, without regard to their age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex. Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the Public Agency Compliance Officer setting forth provisions of this nondiscrimination clause. The contractor or subcontractor, where applicable will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex. The contractor or subcontractor, where applicable, will send to each labor union or representative or workers with which it has a collective bargaining agreement or other contract or understanding, a notice, to be provided by the agency contracting officer advising the labor union or workers' representative of the contractor's commitments under this act and shall post copies of the notice in conspicuous places available to employees and applicants for employment. The contractor or subcontractor, where applicable, agrees to comply with any regulations promulgated by the Treasurer pursuant to N.J.S.A. 10:5-31 et seq., as amended and supplemented from time to time and the Americans with Disabilities Act.

19 The contractor or subcontractor agrees to make good faith efforts to employ minority and women workers consistent with the applicable county employment goals established in accordance with N.J.A.C. 17:27-5.2, or a binding determination of the applicable county employment goals determined by the Division, pursuant to N.J.A.C. 17: The contractor or subcontractor agrees to inform in writing its appropriate recruitment agencies including, but not limited to, employment agencies, placement bureaus, colleges, universities, labor unions, that it does not discriminate on the basis of age, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex, and that it will discontinue the use of any recruitment agency which engages in direct or indirect discriminatory practices. The contractor or subcontractor agrees to revise any of its testing procedures, if necessary, to assure that all personnel testing conforms with the principles of job-related testing, as established by the statutes and court decisions of the State of New Jersey and as established by applicable Federal law and applicable Federal court decisions. In conforming with the applicable employment goals, the contractor or subcontractor agrees to review all procedures relating to transfer, upgrading, downgrading and layoff to ensure that all such actions are taken without regard to age, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex, consistent with the statutes and court decisions of the State of New Jersey, and applicable Federal law and applicable Federal court decisions. The contractor shall submit to the public agency, after notification of award but prior to execution of a goods and services contract, one of the following three documents: Letter of Federal Affirmative Action Plan Approval Certificate of Employee Information Report Employee Information Report Form AA302 The contractor and its subcontractors shall furnish such reports or other documents to the Div. of Contract Compliance & EEO as may be requested by the office from time to time in order to carry out the purposes of these regulations, and public agencies shall furnish such information as may be requested by the Division of Contract Compliance & EEO for conducting a compliance investigation pursuant to Subchapter 10 of the Administrative Code at N.J.A.C. 17:27.

20 REQUIRED EVIDENCE AFFIRMATIVE ACTION REGULATIONS N.J. S.A. 10:5-31, et seq. (N.J.A. C. 17:27) If awarded a contract, the Bidder will be required to comply with the requirements of N.J.S.A. 10:531, et seq., and N.J.A.C,_ 17:27. Within five (5) days after receipt of the notification of intent to award the contract, the Bidder shall present one of the following: 1. Appropriate evidence that the Contractor is operating under an existing federally approved or sanctioned affirmative action program; or 2. A Certificate of Employee Information Report Approval issued in accordance with N.J.A.C. 17:27-4; or 3. An initial Employee Information Report consisting of forms provided by the Affirmative Action Office and completed by Contractor in accordance with N.J.A.C. 17:27-4. The Bidder must submit no later than three (3) days after the signing of the Contract an Initial Project Manning Table consisting of forms provided by the Affirmative Action Office and completed by Contractor in accordance with N.J.A.C. 17:27-7. Bidders are referred to the Bidder's Information Section of the Bid Packet for a further description of the above requirements. NO BIDDER MAY BE ISSUED A CONTRACT UNLESS THEY COMPLY WITH THE AFFIRMATIVE ACTION REGULATIONS OF N.J.S.A. 10:5-31, et seq. The following questions must be answered by all Bidders: 1. Do you have a federally-approved or sanctioned Affirmative Action Program? Yes (If yes, submit a copy of such approval.) No 2. Do you have a State Certificate of Employee Information Report approval? Yes {If yes, submit a copy of such approval.) No The undersigned Bidder certifies that he is aware of the commitment to comply with the requirements of N.J.S.A. 10:5-31, et seq., and agrees to furnish the required documentation pursuant to the law. COMPANY: NAME: SIGNATURE: TITLE: NOTE: A bid must be rejected as non-responsive if a Bidder fails to comply with requirements of N.J.S.A. 10:5-31, et seq., within stipulated time.

21 AFFIDAVIT OF NON-COLLUSION The undersigned bidder of full age, being duly sworn according to law depose and hereby specifically certifies that: A. To the best of the bidder's knowledge and belief, the annexed bid proposal for this project has not been prepared in collusion with any other bidder of like item or services and the prices, discounts, terms and conditions thereof have not been directly or indirectly communicated by or on behalf of the bidder to any person other than the recipient of the bid and will not be communicated to any person prior to the official opening of the bid. B. The bidder fully understands that no premiums, rebates, or gratuities are permitted either with, prior to, or after signing of contract. Any violation will result in cancellation and removal from the bid list. C. The bidder further certifies that the undersigned has the necessary authority, to sign this stipulation stating that the bidder has not entered into any agreement, or otherwise taken any action in restraint of free competitive bidding in connection with this bid. All references to the bidder are understood to include the undersigned and all principals, partners and officers of the bidder. Company: Signature: (Corporate Seal) Name: Subscribed and sworn to be before me this Day of Notary Public of My commission Expires Notary Seal

22 STOCKHOLDER DISCLOSURE CERTIFICATION To comply with New Jersey Public Law, 1977, Chapter 33, approved March 8, 1977, bidders must submit prior to the receipt of the bid or accompanying the bid a statement setting forth the name and address of each and every stockholder or partner owning ten percent (10%) or more of the stock of any class or of partnership interest, even if the stockholder or partner is itself a corporation. Listed below are the names of all owners, stockholders and/or partners owning ten percent (10%) or more of the business: Owner, Stockholder, Partner s Name & Address Percent Submitted By: Name of Firm: By: Title: Date:

23 VENDOR INFORMATION FORM Vendor Name: Address: City, State, Zip: Telephone: Fax: Address: FEIN: If applicable, please check if your company qualifies as Minority Owned Business, Women Owned Business, and/or Small Business Enterprise. If yes, please attach NJ State Certification. Minority Owned Business Women Owned Business Small Business Enterprise If this is a Minority and/or Women Owned Business, check category which applies to you. The information in this section is voluntary. African American Asian American Caucasian American Female Hispanic American Multiple Ethnicities Native American

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