INLAND VALLEY DEVELOPMENT AGENCY 1601 East Third Street San Bernardino, CA 92408 Phone: (909) 382-4100/FAX: (909) 382-4106 REQUEST FOR PROPOSALS (RFP) FOR PAYROLL SERVICES January 22, 2013 OVERVIEW The Inland Valley Development Agency ( IVDA ) is issuing this Request for Proposals ( RFP ) to seek companies experienced in providing payroll services. The IVDA, located in San Bernardino, California, has eleven (11) full time and two (2) part time employees. There are no employee bargaining units. The selected firm will enter into a contract agreement to provide payroll services, as further described in the RFP, to the Agency. INTENT The intent of this proposal is to establish an Agreement with a qualified company, which will provide the Inland Valley Development Agency with automated payroll services. A qualified Proposer will have at least five (5) years experience providing such automated payroll services to public entities within the State of California and will be able to provide references from at least three (3) public agencies of comparable size or larger in the State of California that are using Proposer s services. A qualified Proposer will have a system for securing all data and access to such data so as to prevent unauthorized access to the Agency s payroll data and will comply with applicable laws and regulations regarding such access. SUBMISSION OF PROPOSALS All proposals shall include the following information, organized as separate sections of the proposal. The proposal should be concise and to the point. A) SCOPE OF SERVICES The IVDA is seeking proposals for a comprehensive payroll system for the Agency including, but not limited to the following: 1. Employee and Payroll Set up a. Establish record (account) for each employee including designating proper salary, deductions, taxes, accruals (sick time, vacation, other), additional pay and benefits b. Electronic time keeping system that allows manager s online access and approval 2. Payroll Processing a. Process bi-weekly payroll b. Set up mandatory and optional deductions (pre tax or after tax) including deferred compensation (457 & 401 A plans), social security, additional life, flexible spending, dependant care, garnishments, child support, etc. Page 1 of 7
c. Payroll tax calculation, deposits, reporting, filing and remittance d. Print and distribute checks and/or check stubs or direct deposit vouchers e. Electronic transfer of direct deposit file to banking institutions f. Bi-weekly, quarterly and annual filing and reconciliations g. W-2 and W-2 c preparation and filing h. Remittance of all tax and deductions to the appropriate tax agencies and vendors 3. Reports a. New hire reporting b. Bi-weekly payroll register to include summary of benefits and other pertinent payroll reports c. On-line access to IVDA management of payroll statements, benefits and accrual records d. Deductions, add pays and benefit reports 4. Other Miscellaneous Services a. Dependable customer service b. Employee self service for items such as address change, W-4 elections and direct deposit modifications c. Leave credits accruals and usage (vacation/sick leave/etc.) tracked within payroll system and printed on employee paycheck stub d. Process payments to vendors for health, dental and other selected benefit premiums e. Process garnishments/withholdings and transmit file and payment to state f. Process 457 and 401A transactions g. The payroll system should be able to catty over the accrual balances form on calendar year and/or fiscal year to the next. The system should also be able to award accruals based on the number of years employed. B) HARDWARE AND SOFTWARE REQUIREMENTS The Proposer shall detail the computer hardware and third party software (e.g. browsers, add ins, memory and resources for computers accessing the service) that are required for proper use of the service. C) CONVERSION DATA In this section of the Proposal, the Proposer should explain how it will convert the Agency s existing data (year to date and prior year) so that it is available on the Proposer s system, including but not limited to the time resources that the Agency must supply and the cost of doing so. D) PRICE PROPOSAL Price proposals shall clearly identify the following: Cost for set up Basic services Annual report preparation Itemized pricing for all additional services (training, transition of data from existing system) Page 2 of 7
E) CONTRACTOR IDENTIFICATION: Provide the name of the company, the company s place of business and the name and telephone number of the contact person who will be assigned to the IVDA. F) REFERENCES: Companies must provide the name of three (3) current client references. References must be California cities/counties, housing authorities, joint power authorities, or other municipal jurisdiction. List similar services provided for all references. Include names and telephone numbers of persons who can be contacted with regard to the services provided. PROPOSAL SUBMISSION REQUIREMENTS For full consideration, proposals in response to this RFP are due at the IVDA s administrative office located at the Norton Regional Event Center, 1601 East Third Street, San Bernardino, California, no later than 2:00 P.M. on Wednesday, February 6, 2013. All proposals will be timestamped upon receipt, and any proposal received after the time specified above will be returned unopened. Please submit one (1) original and three (3) copies of the complete single sided and unbound proposal, including the attached company information sheet, in a sealed envelope marked RFP FOR PAYROLL SERVICES to the attention of Kelly Berry, Clerk of the Board. In order to control the dissemination of information regarding this RFP, companies interested in submitting proposals shall not make personal contact with any member of the IVDA Board, or other IVDA staff members other than Catherine Pritchett. Mrs. Catherine Pritchett Sr. Assistant to the Executive Director Inland Valley Development Agency 1601 East Third Street San Bernardino, CA 92408-0131 (909) 382-4100 Ext. 134 Email: cpritchett@sbdairport.com The IVDA reserves the right to accept or reject any or all proposals and/or re-solicit or cancel the procurement process, if deemed to be in the best interest of the IVDA. Additionally, the IVDA reserves the right to waive any informality in this RFP and in the responses as delivered to the IVDA. The IVDA will not conduct debriefings to companies not selected for this assignment. Submitters shall be responsible for any and all expenses incurred in preparing said proposals. PROCUREMENT SCHEDULE Issue RFP to potential bidders: Week of January 22 Proposals due to IVDA office: Wednesday, February 6, at 2:00 pm Proposal Review: February 6 February 22 Selection Process: Week of February 25 Board Approval of Contract: Wednesday, March 13 Services to Commence: Monday, April 1, 2013 Page 3 of 7
BASIC BUSINESS TERMS AND CONDITIONS INDEMNITY The selected payroll service shall save, indemnify, defend, and hold harmless IVDA and its employees, from any and all claims, damages, losses, cost, expenses (including reasonable attorneys fees and court costs) or liabilities of every kind on account of damage to property or injury to person or death, which claims, damages, losses, costs, expenses or liabilities directly or indirectly arise from or relate to the acts or omissions of the selected payroll service, its officers, agents, employees, companies and subsidiaries during the term of and in connection with the agreement with IVDA, except to the extent that such claims, damages, losses, costs, expenses or liabilities result from the active and sole negligence or willful misconducts of IVDA or their respective officers, agents and employees. PUBLIC RECORD Respondents must be aware that all submitted Proposal documents are subject to the California Government Code Section 6250 et seq., commonly known as the Public Records Act. Information contained in the Proposals may be made public after the review process has been completed in recommendation for award to the IVDA. TERMS AND CONDITIONS This RFP does not commit the IVDA to award a contract or contracts, to defray any costs incurred in the preparation of a response to this request, or to procure or contract for services. All submitted RFPs become the property of the IVDA as public records. All RFPs may be subject to public review, by request, unless identified otherwise in this RFP. The IVDA reserves the right to reject all submittals. Selection is dependent upon the negotiation of mutually acceptable contracts with successful respondents. The IVDA reserves the right to cancel, in part, or in its entirety, this RFP including, but not limited to: selection schedule, submittal date, and submittal requirements. If the IVDA cancels or revises the RFP, all respondents of record will be notified in writing by the IVDA. Selection announcements, contract awards, and all data provided by the IVDA shall be protected from public disclosure. Companies who desire to release information to the public must receive prior written approval from the IVDA Executive Director. The IVDA reserves the right to request additional information and/or clarifications from any or all respondents to this RFP. INSURANCE REQUIREMENTS Should a contract be awarded to your company, you must comply with the following insurance provisions: 1. Insurance coverage must be provided by a company that is admitted to write in California and has a rating of A: VIII by A.M. Best & Company. 2. An endorsement naming the IVDA as additional insured on the general liability policy. Coverage equal to $1,000,000 combined single limit for each occurrence and $2,000,000 aggregate is required. 3. A minimum of $1,000,000 aggregate combined single limit in professional liability insurance. Page 4 of 7
4. Workers compensation insurance as required by the Labor Code of the State of California. 5. Automobile liability insurance not less that $100,000 combined single limit per accident for bodily injury and property damage covering owned, non-owned and hired vehicles. ##END## Page 5 of 7
COMPANY INFORMATION SHEET [Updated February, 2012] DECLARATION I declare under penalty of perjury under the laws of the State of California I have completed this Company Information Sheet and that the information contained herein is factual and accurate as of the date completed. Completed and executed this day of, 2013, in,. [day] [Month] [City] [State] By: Print Name: Print Title: LEGAL NAME OF COMPANY: ADDRESS: TELEPHONE: FAX: TYPE OF BUSINESS (Check One): [ ] CORPORATION [ ] LIMITED LIABILITY COMPANY [ ] PARTNERSHIP [ ] JOINT VENTURE [ ] INDIVIDUAL [ ] INDIVIDUAL DOING BUSINESS UNDER A COMPANY NAME [ ] OTHER STATE OF INCORPORATION OR FORMATION: PRINCIPALS/OFFICERS/PARTNERS/OWNERS OF COMPANY (List All Principals/Officers/Partners [including Joint Venture Partners, Managing Partner], as well as investors/investment companies): Name Title Page 6 of 7
[PLEASE ATTACH ADDITIONAL SHEETS AS NECESSARY IN ORDER TO PROVIDE ALL REQUESTED INFORMATION.] IDENTIFICATION OF PRINCIPAL(S)/OFFICER(S)/REPRESENTATIVE(S) OF COMPANY Execution of Legal Documents: The Company has authorized and hereby designates the following individual(s) to execute legal documents on behalf of Company, including but not limited to contract documents, Proposals and related documents: Name Title IDENTIFICATION OF PRINCIPAL(S)/OFFICER(S)/REPRESENTATIVE(S) OF COMPANY Representative and/or Management Capacity: The Company has authorized and hereby designates the following individual(s) to serve in a representative and/or management capacity on behalf of Company relating to the concerned project, contract document, lease document, development document, or any other legal document or agreement, including but not limited to manager, project manager, site manager, etc. Name Title [PLEASE ATTACH ADDITIONAL SHEETS AS NECESSARY IN ORDER TO PROVIDE ALL REQUESTED INFORMATION.] Page 7 of 7