Request for Quotes (RFQ): Payroll Services and Support. CareerSource Citrus Levy Marion Internship & Work Experience Program

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Elmer Holland
8 years ago
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1 Request for Quotes (RFQ): Payroll Services and Support CareerSource Citrus Levy Marion Internship & Work Experience Program Overview and Scope of Work CareerSource Citrus Levy Marion (CareerSource CLM) is establishing a short term paid internship and work experience opportunities to provide current and relevant work opportunities to assist program participants with their efforts to find gainful and relevant employment. Both programs components will work with only private sector businesses that currently work with CareerSource CLM, or have committed to working with CareerSource CLM in posting future job vacancies. The business must have a business location in Citrus, Levy or Marion Counties and must be in good financial standing in the community. The employer must also be willing to consider the job participant/employee for future hiring consideration. CareerSource CLM is seeking a firm to assist by serving as the agent handling payroll and related services. CareerSource CLM will be responsible for working with identifying eligible employers, identifying eligible individuals, including the execution of all appropriate employer agreements. The contractor chosen under this RFQ will be responsible for the following: 1. Work with participants to complete all payroll related forms and processes prior to the start of their internship or work experience component; 2. Explain payroll schedules and procedures to the employer / business; 3. Collect time and attendance reports and process payments, including delivery of paychecks/direct deposits to the participant / employee; 4. Maintain retention and submission of all time and attendance and payroll records for review by CareerSource CLM, the State of Florida or the U.S. Department of Labor or their representatives for a period of not less than five fiscal years. 5. Make appropriate payments, on behalf of the participant /employee to the appropriate U.S. Government or State of Florida agency(ies) CareerSource CLM initial plans are to provide up to thirty (30), paid participants through both a paid internship and a paid work experience program. We are budgeting up to $100,000 for employee wages, benefits for the first year of a multi-year program. Cost of the contractor to provide the above services will be in addition to the above-stated budget. 1

2 Under Florida Law, Chapter , persons enrolled in an internship or work experience program are covered by the State relative to Workers Compensation; therefore the contractor is not to provide workers compensation coverage. CareerSource CLM will be responsible for informing the employer host agency and the participant/employee of the procedures for reporting any worksite injury. Any work injury or workman s comp issues reported to the contractor should also be reported to CareerSource CLM. Compensation will be at a minimum wage level of $8.15 per hour, or as negotiated with the employer on interns. All eligible participants/employees will not work more than 30 hours per week, not to exceed twelve consecutive weeks. CareerSource CLM will advise the contractor of the rate of pay for each intern and work experience participant, the number of authorized hours, the start and end for each program participant. No participant/employee should work, nor be paid for more than 30 hours per week, therefore no overtime allowed. The participant/employee will only be paid for hours worked meaning no holiday pay" is authorized. The contractor should review the time sheets to ensure that the appropriate number of hours is recorded. The contractor will also inform CareerSource CLM of any problems with obtaining time sheet records from the host employer agency. This solicitation is for services through June 30, The initial contract period will be from selection and contract signing through June 30, Subsequent renewals are subject to funding and may not result in a continuous contract as funding may not be available at the start of a fiscal year (July 1, annually). While the initial budgeted amount for salary and benefit costs is stated above, this amount may be increased over the period between contract signing and June 30, 2015; as well as in subsequent contract periods. Therefore, the basis of quotation will be the best overall rate for overhead and profit submitted by the respondent. Salary and benefit budgeted amounts will be used as a basis for rate application and four budget levels will be provided for rate quotation. Responses/Quotation of Rate(s): Responding firms must complete the attached Payroll Quotation Rate Sheet. In doing so, the respondent agrees to provide the services requested in this RFQ for the rate(s) quoted. Period of Contract The initial period of the contract issued under this RFQ will be date of issuance through June 30, CareerSource CLM and the selected firm may, at their option, extend this contract annually, for three additional one year periods. 2

CareerSource CLM will be responsible for informing the employer host agency and the participant/employee of the procedures for reporting any worksite injury.

3 Future Rate Negotiation CareerSource CLM requires that the rates quoted are valid for at least one calendar year from date of award. Since Workers Compensation is not required under this RFQ, CareerSource CLM anticipates that the rates quoted will be good for a period of time beyond that year, however, CareerSource CLM will consider re-negotiating rates, provided that the selected entity advises CareerSource CLM of its request to renegotiate at least 90 days prior to the date a re-negotiated rate would be effective. Nothing requires CareerSource CLM to re-negotiate and a rate increase may cause CareerSource CLM to cancel the contract prior to that date and seek other proposals. Other Payroll Services While this RFQ is specifically for a paid internship and work experience program, CareerSource CLM operates several programs. Should CareerSource CLM determine, at a future date, that payroll services would be required for other endeavors, and that the requirements of the payroll services and support fall within the scope of this RFQ, CareerSource CLM may ask the selected entity to provide those services. Such services shall be provided at the rate(s) that are in effect at that time. Responses Respondents must submit their responses in sealed envelopes so that they will arrive at the address listed below no later than 4:00 p.m. on September 30, Electronic media, CD, flash drive or are preferred for one response; however that response must also be accompanied by 4 hard copies of the response. Inside the mailing package, the responses should be in an envelope(s) marked Response to Payroll Services and Support RFQ to be opened September 30, Also include a contact name, company and street mailing address. All copies must be received by the deadline listed above. Trademarked or copyrighted material should be appropriately noted. Responses should be mailed/delivered to the following address Valene Hinson CareerSource Citrus, Levy, Marion Enterprise Center 3003 SW College Rd, Suite 205 Ocala, FL (352) , ext 1203/FAX (352) vhinson@careersourceclm.com CareerSource CLM shall have the right to terminate this agreement if it fails to receive funding appropriate to continue operation. In such event, CareerSource CLM shall give 60 days advance notice of intent to do so, or, if funding is not established in time to allow such, then such shorter period of notice as is possible, provided, however, that 3

consider re-negotiating rates, provided that the selected entity advises CareerSource CLM of its request to renegotiate at least 90 days prior to the date a re-negotiated rate would be effective.

4 notice in no event shall be less than 30 days. CareerSource CLM reserves the right to make no award on this RFQ, if most advantageous to CareerSource CLM. Parties wishing to protest the recommendations of the Executive Committee should file a written protest within three business days of the committee s action. Such protest should include the basis of the protest and any other pertinent materials which the party wishes to have considered as justification for its protest. Letters of protest should be addressed to: Kevin Cunningham CareerSource Citrus, Levy, Marion Enterprise Center 3003 SW College Rd, Suite 205 Ocala, FL Upon receipt of a protest, the Chairman will convene a meeting of the Executive Committee. All parties involved in the protest will be notified of the protest and the time and place of the hearing of the protest by the Executive Committee. Any affected party may present, in writing, a response to the protest for consideration by the Executive Committee. CareerSource CLM is an Equal Opportunity Employer/Program. Auxiliary aids and services are available upon request to individuals with disabilities using TTY/TDD equipment via the Florida Relay Service at

Such protest should include the basis of the protest and any other pertinent materials which the party wishes to have considered as justification for its protest.

5 Internship Payroll Rate Quotation Sheet Payroll Total Rate Quote* $100, $200, $300, $400, * Rate Quote column will include ALL contractor charges to support the payroll and related costs and contractor services outlined in the RFQ, excluding Workers Compensation costs 5

00 * Rate Quote column will include ALL contractor charges to support the

Request for Quotes (RFQ): Payroll Services and Support. CareerSource Citrus Levy Marion Internship/Work Experience Program

Request for Quotes (RFQ): Payroll Services and Support Internship/Work Experience Program Overview and Scope of Work (CSCLM) currently offers an internship/work experience program to support the transition