CITY OF RIVERSIDE, MISSOURI REQUEST FOR PROPOSALS PAYROLL SOLUTIONS AND SERVICES

Transcription

1 CITY OF RIVERSIDE, MISSOURI REQUEST FOR PROPOSALS PAYROLL SOLUTIONS AND SERVICES 1

2 The City of Riverside is requesting Request for Proposals from interested persons and/or firms for the provision of Payroll Solutions and Services. WITHDRAWAL OF PROPOSALS Any proposer may withdraw his/her proposal at any time prior to the scheduled time for termination for acceptance of proposals. No proposer may withdraw his/her proposal for a period of thirty (30) days after the scheduled time for termination for acceptance of proposals. TREATMENT OF PROPOSALS This Request for Proposals does not commit the City of Riverside to award any contract, to pay costs incurred in the preparation of any proposal nor to procure or pay for any service. The City reserves the right to reject any or all proposals, to request clarification from any firm without notice thereof to other firms, to enter into an agreement to perform services with one or more firms, and to waive any specifications or technicalities for any reason whatsoever. Further, the City reserves the right to negotiate with proposers in making a final determination. The City is not obligated to accept the lowest or any submitted proposal or to award the contract in any definite time. COMPLIANCE WITH ALL GOVERNMENT LAWS All contractual agreements shall be subject to, governed by and construed according to the laws, ordinances, rules, regulations and orders of the City, County, State, Federal or any other public bodies, which apply to work performed under this agreement. SUBMITTAL Four (4) copies of the proposal shall be submitted in a sealed envelope, marked: PAYROLL SOLUTIONS AND SERVICES CITY OF RIVERSIDE, MO And delivered no later than 10:00 A.m. on Wednesday, October 1, 2014, to: Donna Resz, Finance Director City of Riverside 2950 N.W. Vivion Road Riverside, Missouri In addition, an electronic version of the proposal should be included in the envelope. 2

3 PURPOSE This Request for Proposal ( RFP ) provides standards and guidelines for the submission of proposals for the selection for Payroll Solutions and Services. The City is a suburb of Kansas City and has a population of approximately 4,000. The City has approximately 125 employees. The City s Finance Department currently uses an outside vendor to process payroll. SCOPE OF SERVICES The City is seeking proposals to perform a full range of services related to the provision of comprehensive payroll processing, tax filing, and remittance and data interface services to third party vendors and systems. Specific features include, but are not limited to: REPORTING Payroll Services: a. Payroll services including check and deposit generation, direct deposit processing, wage garnishment processing, and payroll compliance reporting. Payroll SAS Solutions: a. General ledger interface. b. Interface with Executime Time and Attendance software. c. Reporting application, including certified compliance reports, a full selection of standard reports, ad hoc report generation capability, full data extract ability into standard end-user software formats (e.g., Microsoft Excel). d. End-user managed security functionality allowing restrictions to functionality and defined organizational units and single system sign-on. e. Employee and managerial self-service and workflow applications. f. Federal, state, and local tax deposits and filing, including W-2 generation. The Consultant will report to the Finance Director. 3

4 PROPOSAL REQUIREMENTS A. Scope of Services Consultant shall provide a clear, concise response to the scope of service requirements set for above. B. Qualifications The consultant shall identify the primary contact and any other key personnel, including sub-consultants. The people identified as this team will be the ones allowed to participate in the event the team is invited for an interview. A resume for each person listing specific relevant qualifications. Experience with other local governments and municipal payroll matters should be included. C. References Consultant shall include the name, address and telephone number of three clients (preferably Missouri cities) for whom services similar to those described in the Request for Proposal has been performed in the past five years. D. Disclosure The Consultant will disclose any professional or personal financial interest which could be a possible conflict of interest in representing the City. The Consultant will disclose any pending investigation of the firm(s) or enforcement or disciplinary actions taken within the past three years by the SEC or other regulatory bodies. E. Fees The proposal should include a detailed schedule of anticipated costs. This schedule should include the following: Software Annual Maintenance Fees Anticipated Hardware Upgrades Consultation fees Travel or other reimbursable costs Other anticipated costs F. Payroll Services and Solutions Criteria: 1. Effective payroll services, including: a. Effective controls to prevent unauthorized payments. b. Direct deposit/ach payment capabilities (including check reversal, check voiding, and ACH reversal when necessary). 4

5 c. Flexible support for City vacation/sick leave/comp time policies. d. Availability of electronic pay statements/w-2s. e. Display of accrual transactions in an understandable format. f. Self-servicing capabilities for direct deposit, address changes, pay statement access, and printing. g. Support for automatic calculation of hourly rates for hour-based payments to salaried employees. h. Ability to effectively process manual and special payments. i. Existence of auto-pay system for exempt employees/standard hours. j. Ability to effectively process payments after termination (e.g., severance, vacation, etc.). k. Ability to effectively process off-cycle/one-time payments (e.g., final pay). l. Ability to process multiple deductions, garnishments, and deposit accounts. m. Ability to easily add new deductions and memo codes. n. Ability to effectively implement the Fair Labor Standards Act, as well as all other federal, state, and contractual overtime payments. o. Reasonable, industry-standard payroll processing timelines. p. Ability to provide day-to-day, quarterly, and year-end support. q. Flexible special calculations to meet City needs (e.g., hourly vs. weekly overtime, calculations based on prior year earnings). 2. Appropriate support for all payroll tax deductions, including: a. Ability to account for tax reciprocity, local taxes, and future new tax jurisdictions. b. Ability to properly calculate and maintain accurate calculations for each tax jurisdiction, accounting for any changes in tax rates. c. Ability to make tax filings on behalf of the City, including local taxes, special assessments, and non-standard taxes. 3. Effective reporting abilities, including: a. Ability to generate detailed, customizable reports. b. User-friendly reports available in multiple formats (e.g., on-screen, Microsoft Excel, PDF). c. Detailed check view/printing format. d. Drill-down capability within on-screen reports. e. Ability to generate custom reports. f. Availability of employee-level reporting detail. 4. Interface capability 5

6 a. Ability to interface with City s general ledger software, Tyler Technologies Incode. b. Ability to interface with City s time and attendance software, Executime. G. Negotiations of Contractual Terms. After final selection, the awardee and the City will negotiate and execute a final agreement prior to the commencement of the work under the Contract. Failure by any Respondent to timely respond or come to terms with the City will be cause for a rejection of the Proposal H. Proposal Calendar Request for proposals issued September 17, 2014 Inquiry Deadline September 24, 2014 Due date for proposals October 1, 2014 Interviews October 8, 2014 Selected firm notified October 15, 2014 Approval by Board of Aldermen October 21, 2014 First Date of Operation January 1, I. Proposal Format Proposals shall be submitted on standard 8.5 x 11 inch paper with font size no smaller than twelve (12) point. Proposals shall consist of one (1) signed original and two (2) copies, submitted in a sealed envelope plainly marked PAYROLL SOLUTIONS AND SERVICES. Proposals shall consist of the following: 1. A Letter of Transmittal that includes: a) the name of the company b) a contact person c) the names of individuals authorized to negotiate with the City d) current address e) telephone number f) address g) the signature of an authorized representative of the Respondent. 2. A Table of Contents, indicating the page where each section begins. 6

7 3. An Executive Summary, which should include a succinct description of the major features of the bid. The Executive Summary should not exceed three (3) pages in length. 4. Ownership Information, which shall identify how the company is owned; the year the company was established; the former name(s) of the company, if applicable; and the state in which the company is incorporated, if applicable. 5. References from five (5) other companies and/or government entities for which the Respondent has provided similar services and at contact information. Note: City would prefer references from other governmental entities within the state of Missouri. 6. A Business Plan, which must identify the nature of the services being proposed and a detailed description of how the Respondent proposes to provide the desired products/services. It shall also detail the proposed cost to the City for the desired products/services. The Business Plan should address the specifications contained in this document. Optional: Additional information to more fully outline the Respondent s qualifications. J. Inquiries Inquiries should be directed to Donna Resz, Finance Director, at , or by at dresz@riversidemo.com. # # # 7