Fall River Housing Authority
Request for Proposals (RFP) RFP0223150
Payroll and HR Services Adam Gautie, Procurement Officer
[email protected] 508-675-3590 85 Morgan St Fall River, MA 02722
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Contents Advertisement ................................................................................................................................................................ 3 Introduction ...................................................................................................................................................................4 Proposal Submission Procedures and Amendments ..................................................................................................4 Contract Key Dates ....................................................................................................................................................5 Instructions to Offerors ..................................................................................................................................................6 Additional Instructions to Offerors ................................................................................................................................ 8 Proposal Acceptance Period ......................................................................................................................................8 Attendance at Proposal Opening ................................................................................................................................ 8 Method of Award ....................................................................................................................................................... 8 Debarred, Suspended and Ineligible Contractors .......................................................................................................8 General Conditions ........................................................................................................................................................ 9 Other Terms and Conditions ........................................................................................................................................15 Term of Contract...................................................................................................................................................... 15 Type of Contract ...................................................................................................................................................... 15 Organizational Conflicts of Interest ......................................................................................................................... 15 Supplier Diversity .................................................................................................................................................... 16 Contract Management ..............................................................................................................................................16 Subcontracting ......................................................................................................................................................... 16 FRHA Code of Supplier Conduct ............................................................................................................................ 16 Compliance with Laws, Regulations and Published Standards ............................................................................16 Environmental Practices ......................................................................................................................................17 Occupational Health and Safety Practices ...........................................................................................................17 Labor Practices .................................................................................................................................................... 17 Ethical Business Practices ...................................................................................................................................18 Improper Performance and Disputes.................................................................................................................... 19 Scope of Work (SOW) ................................................................................................................................................19 PAYROLL SYSTEM REQUIREMENTS...........................................................................................................20 PAYROLL REPORTING REQUIREMENTS ....................................................................................................22 PAYROLL FILES ...............................................................................................................................................25 PAYROLL INTERFACE ....................................................................................................................................25 FINANCIAL DATA ............................................................................................................................................25 PERSONNEL SYSTEM......................................................................................................................................25 INTERFACE REQUIREMENTS........................................................................................................................ 27 PERSONNEL SYSTEM REPORTS ................................................................................................................... 28 TIME AND ATTENDANCE RECORDS AND REPORTS ...............................................................................29 ACA REPORTING .............................................................................................................................................29 OPERATION AND TRAINING REQUIREMENTS ......................................................................................... 29 Technical Proposal Submission Requirements ............................................................................................................30 Service Approach.................................................................................................................................................30 Other Items .......................................................................................................................................................... 31 Price Proposal Submission Requirements .................................................................................................................... 32 Minimum Criteria ........................................................................................................................................................ 32 Comparative Evaluation Criteria .................................................................................................................................32 Contract Procedures ..................................................................................................................................................... 35 Key Contract Information ........................................................................................................................................35 Contract Administration...........................................................................................................................................35 Invoicing ..................................................................................................................................................................35 Payment Terms ........................................................................................................................................................ 35 Submission of Forms ................................................................................................................................................... 36 Attachments .................................................................................................................................................................36
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Advertisement
FALL RIVER HOUSING AUTHORITY REQUEST FOR PROPOSALS (RFP) RFP0223150 The Fall River Housing Authority is requesting proposals for payroll and HR services. This contract will generally include, but is not limited to, automated payroll processing and related services, as well as HR services consisting of time management and ACA compliance This contract will be for a period of three years with an option to renew for an additional 2 years at FRHA sole discretion. The three year contract is estimated at $150,000. Specifications may be obtained at our website www.fallriverha.org under procurement, or for pickup at the Fall River Housing Authority’s Administrative Offices, 85 Morgan Street— Monday through Friday— from 9:00 a.m. to 4:00 p.m. Proposals must be submitted to the Fall River Housing Authority, 85 Morgan Street, Fall River, MA 02721, no later than 10:00 a.m. on Thursday, March 19, 2015 All proposals received later than said date and time will not be opened or considered. The proposal shall be submitted in two sections using a technical proposal and a price proposal, in two individually sealed envelopes. All proposers shall write on the face of the envelope: “TECHNICAL PROPOSAL FOR PAYROLL AND HR SERVICES and PRICE PROPOSAL FOR PAYROLL AND HR SERVICES.” The Fall River Housing Authority reserves the right to reject any and all proposals and to waive any informalities in proposals received; and to accept the proposal which it deems most favorable for the Authority.
THE FALL RIVER HOUSING AUTHORITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION AGENCY LEONARD AGUIAR, CHAIRMAN BOARD OF COMMISSIONERS FALL RIVER HOUSING AUTHORITY
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Introduction The Fall River Housing Authority (FRHA) is a Public Housing Authority (PHA) that owns and operates 21 low income public housing complexes that consist of 2,351 rental units within the City of Fall River, Massachusetts. We are soliciting for payroll processing firms to provide automated payroll processing and related services as well as HR services consisting of time management and ACA compliance. This solicitation and the resulting contract are subject to M.G.L C. 30B and 24 CFR 85.36 and will be awarded to the most advantageous proposer by the FRHA Board of Commissioners. It’s imperative for the proposer to read and understand this entire specifications package prior to submitting a proposal. The proposer is required to examine the specifications, instructions, and risks to be covered. Failure to do so will be at the proposer’s own risk. It is assumed that the proposer has made such investigation as to be fully informed as to the extent and character of the hazards of the requirements of the specifications. No warranty is made or implied as to the information contained herein. Any and all questions or requests concerning this RFP shall only be directed to Adam Gautie, Procurement Officer, in writing using either email:
[email protected], facsimile: 508-675-3591, or post mail to Attn: Adam Gautie, FRHA, 85 Morgan St, Fall River, MA 02721. Written responses will be made available to all interested parties. No inquiry received within three (3) business days of the date fixed for opening of proposals will be given consideration. Proposal Submission Procedures and Amendments All proposals must be received by the FRHA on or before Thursday, March 19, 2015 by 10:00 A.M. Proposals shall be delivered to the Fall River Housing Authority, 85 Morgan Street, Fall River, MA 02721. The submission of both a technical proposal and a price proposal will be required for evaluation and contract award. Each proposal must be organized into two separately sealed and packaged parts. The proposer shall clearly mark each envelope TECHINCAL PROPOSAL FOR PAYROLL AND HR SERVICES and PRICE PROPOSAL FOR HR AND PAYROLL SERVICES. Proposals must be in loose page form and not duplex printed, i.e. not bound and not printed on both sides. The intention is for the FRHA to have the ability to scan proposals in a simple and efficient manner. Any proposal received at the place designated in the solicitation after the exact time specified for receipt will not be considered unless it is received before award is made and it:
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1. Was sent by registered or certified mail not later than the fifth (5th) calendar day before the date specified for receipt (e.g. an offer submitted in response to the solicitation requiring receipt of offers by the 20th of the month must have been mailed by the 15th); 2. Was sent by mail, or if authorized by the solicitation, was sent by telegram or via facsimile, and it is determined by the FRHA that the late receipt of proposal was due solely to the mishandling by the FRHA after receipt at the FRHA; or 3. Was sent by U.S. Postal Service Express Mail Next Day Service--Post Office to Addressee, not later than 5:00 p.m. at the place of mailing two working days prior to the date specified for receipt of proposals. The term ―working days‖ excludes weekends and observed holidays. Any modification or withdrawal shall be made in writing and received by the FRHA prior to the time and date that the proposal is due, subject to items 1 through 3 above. Proposal modifications must be submitted in a sealed envelope clearly labeled “Modification No.___ to Payroll and HR Services”. If, at the time of the scheduled proposal opening, the FRHA offices are closed due to uncontrolled events such as fire, snow, ice, wind or building evacuation, the proposal opening will be postponed until the next normal business day at the same time of day. Contract Key Dates
RFP Issued: Deadline for submitting questions: Proposals Due: Anticipated Contract Award:
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Friday, February 13, 2015 Monday, March 16, 2015 Thursday, March 19, 2015 @10:00 A.M. Monday, April 13, 2015
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Instructions to Offerors
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Additional Instructions to Offerors Proposal Acceptance Period The FRHA shall have a period of 45 calendar days following the proposal opening date to make the award. No proposals may be withdrawn during this acceptance period without the permission of the FRHA. Attendance at Proposal Opening According to M.G.L Chapter 30B the proposal opening is not a public opening and the submitted proposals will not be made public documents until all proposals have been evaluated, or when the proposal acceptance period stated above has elapsed (whichever occurs first). Method of Award All proposals will be reviewed using the following evaluation tools: 1. Minimum Criteria 2. Comparative Evaluation Criteria The contract will be awarded to the responsive and responsible proposer who meets the minimum criteria requirements, and whose proposal is determined to be the most advantageous to the FRHA. This RFP process will result in the selection of a company based on factors stated above other than lowest rate; however, a strong consideration will be based on rates alone. A. This solicitation and resulting contract is subject to M.G.L C. 30B and 24 CFR 85.36. B. This contract will be awarded by the FRHA Board of Commissioners C. The FRHA may reject any and all proposals if such action is in the public best interest, and waive minor informalities in proposals received. Debarred, Suspended and Ineligible Contractors The proposer certifies by submission of a proposal that it is not a debarred, suspended, or ineligible contractor by any agency of the federal or state government. No proposal received from a debarred, suspended, or ineligible contractor will qualify for award.
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General Conditions
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Other Terms and Conditions Term of Contract This contact will be for a three year period beginning April 13, 2015 and ending April 12, 2018. At the time of contract expiration, the FRHA may choose—at our sole discretion—to exercise an option to extend the contract by additional 2 years. Type of Contract The FRHA considers this to be an INDEFINITE QUANTITY contract, and reserves the right to determine the number of services rendered. We estimate a minimum of $ 75,000 to a maximum of $150,000. Indefinite delivery is described as when the Authority needs services on an as needed basis within a specified time period. This type of contract will establish what to procure and at what prices. There is not a guaranteed amount of services the Authority will purchase. Estimates are provided so the contractor can gauge the expected amount of services needed within the given time period. Organizational Conflicts of Interest 1. The contractor certifies by submission of a proposal that to the best of its knowledge and belief and except as otherwise disclosed, he or she does not have any organizational conflict of interest which is defined as a situation in which the nature of work under a proposed FRHA contract and a prospective contractor’s organizational, financial contractual or other interests are such that: a. Award the contract may result in an unfair competitive advantage; b. The Contractor’s objectivity in performing the contract work may be impaired; c. The Contractor has disclosed all relevant information and requested the FRHA to make a determination with respect to the contract. 2. The contractor agrees that if after the award of contract, he or she discovers an organizational conflict of interest with respect to this contract, he or she shall make an immediate and full disclosure in writing to the FRHA which shall include a description of the action which the contractor has taken or intends to take to eliminate or neutralize the conflict. The FRHA may, however, terminate the contract for the convenience of the Authority if it would be in the best interest of the FRHA. 3. In the event that the contractor was aware of an organizational conflict of interest before the award of the contract, and intentionally did not disclose the conflict, the FRHA may terminate the contract for default.
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4. The contractor shall require a disclosure or representation from subcontractors and consultants who may be in a position to influence the advice or assistance rendered to the FRHA and shall include any necessary provisions to eliminate or neutralize conflicts of interest in consultant agreements or subcontracts involving performance or work under this contract. 5. The attached Non-Collusive Affidavit must be executed and submitted with this proposal. Supplier Diversity The FRHA seeks and encourages proposals or proposals from other disadvantaged businesses such as MBEs (Minority owned Business Enterprises) and WBEs (Woman Owned Business Enterprises). If you’re interested in participating please be sure to indicate in your proposal or proposal submission your intention to proposal using the MBE/WBE preference and provide any documentation necessary to prove your disadvantaged status. Contract Management This contract may be subject to periodic performance reviews by the FRHA. The FRHA may use assessments tools such as surveys and written statements of professionalism and performance to gauge the quality of supplies or services provided. These documents will be kept on file for contract termination or contract award determination. Subcontracting No subcontractors will be allowed to perform any work under this contract without the prior approval of the FRHA. FRHA Code of Supplier Conduct The Fall River Housing Authority is committed to conducting its business in an ethical, legal and socially responsible manner. The Fall River Housing Authority expects its contractors to share this commitment and, therefore, has established this supplier code of conduct. Compliance with Laws, Regulations and Published Standards Contractor shall comply with all applicable laws, codes or regulations of the countries, states and localities in which they operate. This includes, but is not limited to, laws and regulations relating to environmental, occupational health and safety, and labor practices. In addition, Fall River Housing Authority contractors must require their contractors (including temporary labor agencies) to do the same.
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Environmental Practices Contractor shall comply with all environmental laws and regulations applicable to their operations worldwide. Such compliance shall include, among other things, the following items:
Obtaining and maintaining environmental permits and timely filing of required reports
Proper handling and disposition of hazardous materials
Monitoring, controlling and treating discharges generated from operations
Occupational Health and Safety Practices Contractor shall provide their employees with a safe and healthy working environment in order to prevent accidents and injury to health arising out of, linked with, or occurring in the course of work or as a result of the operation of the contractor. Contractors shall, among other things, provide:
Occupational health and safety training
A system for injury and illness reporting
Medical treatment and/or compensation to injured/ill workers arising as a result of working for contractor
Machine safeguarding and other protective measures to prevent injuries/illnesses to workers
Clean and safe facilities
Labor Practices Contractor shall adopt sound labor practices and treat their workers fairly in accordance with local laws and regulations. In addition, contractors must comply with the following standards:
Freely Chosen Employment - Contractors shall not use any forced labor, whether in the form of prison labor, indentured labor, bonded labor or otherwise.
No Child Labor - Contractors shall comply with local minimum working age laws and requirements and not employ child labor.
Minimum Wages - Contractors shall provide wages for regular and overtime work and benefits that meet or exceed legal requirements.
Working Hours - Contractors shall not require workers to work more than the maximum hours of daily labor set by local laws.
No Harsh, Inhumane Treatment or Abuse - Contractors shall treat each employee with dignity and respect. In no event shall Contractor's workers be subject to threats of violence,
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physical punishment, confinement or other form of physical, sexual, psychological or verbal harassment or abuse.
No Discrimination - Contractors shall not discriminate in its employment practices on the basis of race, color, religion, sex, age, physical disability, national origin, creed or any other basis prohibited by law.
Prevailing Wages – Contractors shall provide Massachusetts prevailing wages on all State funded sites for applicable construction and public work jobs or Davis-Bacon wage rates for applicable construction in all Federal funded sites. Please contact the Authority for applicability and for a copy of the current wages.
Ethical Business Practices Contractor shall conduct their businesses in accordance with the highest standards of ethical behavior and in accordance with applicable laws and regulations. Contractors are expected to conform to these requirements in each of the following areas:
Fair Trade Practices - Contractors shall not engage in collusive practices, price fixing, price discrimination or other unfair trade practices in violation of antitrust laws.
Bribery, Kickbacks and Fraud - No funds or assets of the contractor shall be paid, loaned or otherwise disbursed as bribes, "kickbacks", or other payments designed to influence or compromise the conduct of the Authority.
Conflicts of Interest- Contractors shall disclose to the Procurement Department any personal relationships with FRHA employees. Any non-disclosure may result in disbarment and other legal ramifications.
Fall River Housing Authority Policies and Procedures - Contractors must comply with the Authority’s published policies and procedures, including, but not limited to, the Authority’s conflict of interest and procurement policies.
Intellectual Property Rights - Contractors shall respect the intellectual property rights of others, especially the Authority, its affiliates and business partners. Contractors shall take appropriate steps to safeguard and maintain confidential and proprietary information of the Fall River Housing Authority and shall use such information only for the purposes specified for use by the Authority. Contractors shall observe and respect all Authority patents, trademarks and copyrights and comply with all requirements as to their use as established by the Fall River Housing Authority. Contractors shall not transmit confidential or proprietary information of the Fall River Housing Authority via the internet unless such information is encrypted in accordance with minimum standards established by the Fall River Housing Authority.
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Improper Performance and Disputes In addition to other remedies provided by law, FRHA reserves the right to reject any goods or to revoke any previous acceptance and to cancel all or any part of the Contract if Contractor fails to deliver all or any part of the goods or perform any of the work in accordance with the terms and conditions of this Contract. Acceptance of any part of the Contract shall not bind the FRHA to accept any future shipments or work, nor deprive it of the right to return goods already accepted. At FRHA's option, if FRHA so elects in its sole discretion with regard to any particular dispute, any dispute arising in connection with this Contract shall be resolved by arbitration in Fall River, MA in accordance with the rules of the American Arbitration Association; and all disputes shall otherwise be resolved in and only in the appropriate courts in Massachusetts as the exclusive judicial forum. FRHA AND SELLER WAIVE THEIR RIGHT TO A JURY TRIAL WITH REGARD TO ANY DISPUTE ARISING IN CONNECTION WITH THIS CONTRACT. Scope of Work (SOW) The payroll and HR system shall analyze and process employee earnings and all supplemental earnings in accordance with union contracts and Fall River Housing Authority pay plans. It must also maintain employee civil service pay status records, administer all payroll deductions, and prepare state and federal tax returns. The system should have provisions to ensure funds can be encumbered. The FRHA currently employs 133 individuals. The Fall River Housing Authority processes the following types of pay: 1. Weekly 2. Hourly 3. Overtime and Other Earnings An override capability for payroll expense distribution must exist. This must be provided for both at the employee level and as an exception at time of input. All data entry programs must contain password and field protection for security assurance. System must provide compliance with all state and federal reporting, including new hire, rehire, and termination. Vendor shall also handle filing and payment of taxes. The payroll journal must be provided on computer readable media for direct posting of labor distribution and payroll cash disbursement to the general ledger on the Fall River Housing Authority’s computer. The payroll system shall have input and output controls, acceptable to the Fall River Housing Authority, to prove that balancing, control totals, and related measures are incorporated into programs and associated manual procedures.
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PAYROLL SYSTEM REQUIREMENTS A Payroll Warrant providing a total Payroll expense and a breakdown by each individual department will be provided prior to the issuance of checks. The following Master File fields must be accommodated by the system.
Social Security No. Name Prior Last Name Address Federal Exemptions State Exemptions Filing Status FICA Status Hourly / Salary Code Payroll Frequency Pay Rate 1 Pay Rate 2 Pay Rate 3 Pay Rate 4 Standard Hours Standard Days Deductions (no limit) Deduction Types (tax sheltered) Deduction Calc. (Flat rate, %) Deduction Limits Deduction Maximums Start and End Dates Negative Deduction Capability Shift code Shift Differential Home Department Alternate Departments (up to 9) Percent Split (Alternate Department) Other Earnings Codes Earning Limits Start and End Dates Other Earnings - Pensionable/Non Pensionable Employment Type (full-time, part-time, permanent, temporary) Employment Status (active, terminated, retired, inactive, leave) Sex, Race, Marital Status, Group Health code , Medicare Status Life Insurance Code Annuity Code (51 plans) Job Code Salary Grade Salary Step Position Number Job Title Worker's Compensation Code Bank Date ,Longevity Date, Sabbatical Date, Hire Date ,Rehire Date ,Birth Date Last Pay Increase Longevity Change Termination date Leave of Absence Date (Multiple Fields Phone Number (Home), Mobile Phone Number, E-mail address
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Work Number Union Code EEOC Codes Criminal Offender Record Inquiry (CORI) Highly Qualified designation Age Seniority Date Adjusted Seniority Date QTD Earn (by type) QTD Pensionable Earn QTD Taxes - for each type of tax-Medicare-FICA-FIT-SIT YTD Earn (by type) YTD Pensionable Earn YTD Hours (by Type) YTD Deductions (by type) Benefit Banks (hours entitled / taken) Sick Hours Vacation Hours, Administrative Hours, Compensatory Hours, Sabbatical hours Sick Bank hours (donated/taken), FMLA hours (entitled to / taken) ,Professional Hours (entitled to / taken) ,Employee Number (ck-digit) Direct Deposit Account #'s (3) Direct Deposit Amounts (3) Appropriate fields for federal Non-resident Alien tax reporting: Income Code - 2 character numeric gross income paid withholding allowances tax rate % exemption code - 1 character federal tax withheld country code - 2 character alpha recipient code - 2 character numeric recipient’s TID # - 9 characters account number - 9 characters recipient’s first name, initial, last name recipient’s address including street, city/town, state/province, country, postal code state income tax withheld recipient’s country of residence for tax purposes The following features must be accommodated by the system. Provisions to insure that the Comptroller has the ability to certify that sufficient funds required for each distribution account are available prior to the issuance of checks. The capability of issuing multiple checks per pay cycle The capability to override, rate, labor allocation, org account, tax frequency at pay entry level. Capability to associate a third party with a deduction code The capability of scheduling and monitoring deductions The capability of scheduling and monitoring earnings The capability to search all employees on: Name, social security number and file number Ability to make multiple notes on employee record Ability to flag record for data entry Ability to verify position control numbers to avoid duplicates Ability to verify MTRB payments (earnings grouped by pensionable amounts to match withholdings) Ability to enter education level and licensing information Ability to enter multiple types of licenses; listing license number, type of license, date issued and expiration date.
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Ability to track changes, such as Leaves of Absence, increases/decreases in employment Multiple levels of permissions for users Warning at data entry level if hours are not available in banks Achieve full compliance with the Fair Labor Standards Act, Accounting, Reporting and Overtime/ Compensatory Time Off Computations Input and output controls acceptable to the Comptroller. Capability of taking deductions in the sequence dictated by the Comptroller. Ability to properly handle retirement contributions for employees in excess of $30,000 on a weekly rather than an annualized basis Ability to set deduction goals that can either be multiyear or reset each year. Pay period earnings and deduction records archived in order to facilitate ad hoc reporting by employee, earnings deduction code, chargeable department, or vendor. Ability to put people into a worker’s comp pay code, with proper withholding, without changing their employee number. The vendor is required to have an audit of its internal control structure policies and procedures as required under Statement on Auditing Standards Number 70 (SAS 70), ―Reports on the Processing of Transactions by Service Organizations‖ and to provide a copy of the resultant audit report annually to the Fall River Housing Authority. Ability to add longevity payments manually as well as automatically as each bargaining agreements specify different methods of longevity payments. Ability to set up permanent multiple org-object combos with percentages for charge codes Ability for employee to be assigned to multiple job descriptions simultaneously with multiple certification or licensing Ability to track employment record through the employee master (i.e. started in 1957 as file clerk-bldg, raises each year, promoted to lead clerk in 1965, raises each year, promoted to head of bldg dept., 1972, etc.). Can view complete employment history. Ability for old deduction codes to be kept for reporting, but inactivated so no longer accessed by error. Ability to put in both employer and employee portions of deductions, such as: medical insurance, life insurance. Can view departmental allocations and more accurate cost projections. PAYROLL REPORTING REQUIREMENTS
The following reports must be made viewable. All form layouts are to be approved by the Fall River Housing Authority.
Payroll Checks Check with stub that shows pay amount, type of pay (up to 15 including duplicate pay types), deductions, type of deductions benefit bank balances and year-to-date totals printed for each employee. Payments and deductions which have year-to-date activity should appear, whether being paid on each check or not (i.e. categories which have had
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payments or deductions in prior checks should not disappear from this week’s check if not being taken/paid this week.
Payroll Register Prepared each payroll period. The report shows the computation of gross wages for each employee and the deductions from gross wages. The report should be sequenced by employee within department and should contain department totals which are equal to the totals reflected on the Payroll Warrant.
Payroll Check Register This report is printed each time payroll checks are printed and should be sequenced by check number. The columns should be gross wages, a column for each deduction and net wages. Direct deposits should be differentiated from checks. This report provides an audit trail to support entries in the general ledger.
Magnetic Tape Output Detail records to be provided on separate magnetic tapes for reporting to the appropriate banks and bank check reconciliation
State Quarterly Earnings Report to be filed with the State Form WR-1.
Forms W-2 Prepared as required in the standard formats. Reporting to the Federal and State governments to be by magnetic media.
Direct Deposit Report
Payroll Warrant Generated weekly and lists the employee name and amount of payroll check for all payrolls generated that week (i.e., one Payroll Warrant is generated for all payrolls). The warrant should include gross payrolls by department and by type of deduction. The warrant must include a signature portion on it for the approval of the Fall River Housing Authority Executive Director and the Fall River Housing Authority Comptroller. Signature lines must appear at the end of each departmental section.
Payroll Distribution Report This report, prepared each payroll period, should show the distribution of gross wages by employee to general ledger accounts and subaccounts and provide an audit trail of these transactions.
Deductions Register This report shows the amounts deducted during the current period and year-to-date per employee for all selected deductions. It also shows deductions scheduled to be taken and not taken, and goals where appropriate.
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Balancing/Control Report Control document that contains all summary control totals resulting from the payroll run balancing procedures.
Audit Trail Report Produces an audit trail of input processed for the pay run and shows all current year-todate totals.
Attendance Report Worksheet This report is generated by department and lists employee name and benefit banks accrued. It should be used by departments to enter attendance information.
Attendance Report This report lists by employee the date of any absences and reason for absence.
Monthly Year-To-Date Earnings Report This report shows year-to-date earnings and deductions by employee, by cost center. Active, inactive, and terminated employees must appear on the report. Report must also have monthly totals required for the State 0917 Report (Employment and Wages by Industry and Area)
Quarterly Filing Information Report Report that contains data to report: State Form 1700-HI - Health Insurance Quarterly Contribution Report Federal Form 941 - Quarterly Earnings Report
Employee Register This report should be generated on request and list the contents of each employee master file record, by employee.
Benefits Value Exposure Report Value of unused individual vacation and sick leave balances (Vacation days remaining X daily rate = Exposure; Sick days value X .33, not to exceed $5,000)
Rehire, New Hire, Terminated Employee Report This report is for transmittal to the State.
Input Audit Report This report is generated after input but prior to transmission. The report lists by individual the various hours entered, extended to rates and flat rates entered to a Gross Pay subtotal. Also lists ―override‖ deduction amounts entered. Reports banks exceeded for vacation, sick, A Day, and Sabbatical leaves. Totals to a Gross Pay (1) by department and (2) by ―company‖.
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PAYROLL FILES Direct Deposit Files W2 Reporting Selected Reports for Microfiche
PAYROLL INTERFACE
All Payments and deductions are to be passed directly to General Ledger for posting. All personnel changes (rates, addresses, event dates) should be passed from the HR System to Payroll without "double entry". Ability to download financial system budgets to the Payroll System prior to processing so that those departments with insufficient remaining budgets will not allow input.
FINANCIAL DATA The Payroll System must have the ability to interface with the Fall River Housing Authority’s Financial Accounting system (currently Tenmast). The Payroll System should generate reports in financial system account format for auditing to the general ledger. The Fall River Housing Authority’s general ledger account structure is in alpha-numeric format with a five (5) character Fund number, four (4) character General Leger number, six (6) character Account code, six (6) character Project number and three (3) character Grant code. The Payroll System should provide (at least monthly but preferably also weekly) a transaction analysis report by financial system fund-general leger- account-project-grant code that would be reviewed and approved by the appropriate Payroll System user/manager(s) and provided to the Comptroller’s Office for audit against the general ledger. The Payroll System should also provide a labor certification report for each employee that would be signed each week by both the employee and supervisor and provided to the Fall River Housing Authority payroll department for substantiation of the data transferred from the Payroll System to the Payroll System. PERSONNEL SYSTEM The Personnel System should maintain information on full-time and part-time employees of the Fall River Housing Authority. In addition, the Personnel System should be used to maintain information on applicants for employment to be disseminated to Fall River Housing Authority. Ability to enter, maintain and inquire the following personnel information:
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Employee number Name (First, middle and last) Address - Street, City, State, Zip Code (9 digit code format) Home telephone number Personnel status (leave of absence, active employee, applicant, etc.) Benefit date/Date of hire Social Security number Sex Race Foreign language(s) spoken Marital status Date of birth Education level Education incentive pay status for employees Citizenship Handicapped status (Y/N) Name of union (if member) Longevity status (effective date) (Y/N) Veteran status Military service (Y/N) Dates of service Civil Service status Non-Civil Service Labor service Official service Provisional status Emergency status Provisional promotion status Civil Service seniority date Employee history (e.g., date of hire, promotion, leaves of absence) Dependents Dependents' dates of birth Department(s) assigned to Job title-current or applied for Unique position number for position control Job title code Job classification per EEOC Job in bargaining union (Y/N) Job's worker's compensation status Wage category Shift Bond information for bonded employees Next of kin Emergency contact Emergency contact tel. number Appointment date Begin End Permanency date Probationary information Leave of absence information Types Begin date End date Civil service test information Date(s) Test(s) Score(s) Beneficiary information as related to individual benefits
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Educational background Skills inventory Certifications Accreditation Salary Step Salary Grade Tenure Status Pay-frequencies Weekly Bi Weekly Monthly Ability to maintain a history of absences by date and reason for absences by employee Ability to access payroll data for inquiry and deduction reporting purposes only. Ability to sort personnel information for inquiry or reporting purposed by the following fields: Age Job classification Sex Race Full-time or part-time employment Wage category Civil Service status/seniority Applicant/date of entry Ability to enter applicant information on the personnel file and flag the record as being an applicant. Ability to maintain a position title table in order to allow only standardized, preapproved titles with related accounting codes to be used Ability to maintain ten (10) years of employment history on-line with history beyond ten years maintained on a history file off-line. Ability to accept input, via magnetic tape or other media, on health insurance claims paid. If an entry is made for a terminated or non- enrolled employee, the system should flag the entry. An edit list should be generated of all entries successfully or unsuccessfully made. Ability to analyze the number of days absent before or after a regularly scheduled day off including holidays or weekends. Ability to review sick days taken in sequence and whether or not a doctor's note was supplied. Ability to track grievances against employees. Ability to roll over available leave balances Ability to restrict data access of sensitive fields to specific users. INTERFACE REQUIREMENTS
Access payroll information for inquiry and reporting purposed only; access absence information; access insurance coverage for claims processing. Retirement Tracking Personnel salary information is provided in order to maintain the three highest salary levels for determining retirement benefits.
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PERSONNEL SYSTEM REPORTS These reports will generally be on an ―as needed‖ frequency. The Fall River Housing Authority should be able to produce these reports by accessing the Vendor’s data base and using the Fall River Housing Authority’s computer equipment.
Absence Reports This report lists by day of week, shift and employees all absences over a specified period of time (month, years, etc.) including the date(s) of the absence, the number of days and the reason for the absence. In addition, this report should subtotal absence information by department and for the entire Fall River Housing Authority.
Employees with Seven or More Sick Days This report should be generated on request and should include by department, by employee the total number of sick days taken each year (if more than seven) for the past ten years. Employee Roster This report should list all current employees in alphabetical order and include name, address, employee number, Social Security number, sex, job title and date of birth. Leave Usage Report This report should list by employee the number of days at the opening of the period, earned during period, used during period and available at end of period for vacation, sick leave, administrative/personal time or other applicable time off. Applicant Report This report should list all applicants currently on file and include name, address, date of birth, date entered on system, Social Security number, job title applied for and veteran status. Exception Report Leave Used This report should list those employees who have taken leave without it being earned and available. Dependent Report This report should list those dependents turning the age of 19, 20 or 26 during a user-selected period. State Seniority Rosters This report should list employee name, Social Security number, sex, veteran status, years of service, date of hire and an indication as to department of employment. EEO Reports - Provide standard EEO reporting in addition to the following: Monthly Contract Compliance Report Employment Data as of June 30 Municipal Workforce by Agency/Department Municipal Workforce by location Summary of New Hires Applicant Flow Data
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Separation Data Summary New Hires by Department Promotion Data Summary OSHA Reports Provide standard OSHA reporting. Ad H o c R e p o r t i n g Allow u s e r s p e c i f i e d r e p o r t i n g t o b e p e r f o r m e d o n personnel/payroll data including various sorting and selection capabilities using all fields.
TIME AND ATTENDANCE RECORDS AND REPORTS Vendor’s system shall have the capability to enter and maintain weekly time sheets to capture hours, annual time, personal time, sick time, funeral time, comp time, and flex time. System must capture employee’s and supervisor’s signature to certify accuracy of time sheet. The FRHA shall have the ability to pull reports on an as needed basis. Currently, we do not time stamp employee’s arrival or departure; therefore we only require the ability of supervisors to record employee’s attendance manually in an electronic format. ACA REPORTING Vendor shall provide ACA reporting services.
OPERATION AND TRAINING REQUIREMENTS The Vendor shall have a written plan to assist recovery or contingent operations in the event of a disaster such as labor strike, civil disturbance, severe weather, equipment failure or destruction. The Vendor shall have copies of current operating programs, job control and documentation stored off -premises and readily available in case the regular operation is disrupted, and a current agreement in force to use a back-up computer. In the event that a rerun of the processing is required, the Vendor must be able to do so and have all deliverable at Fall River Housing Authority by 9:00 A.M. Friday morning. The Vendor’s computer center shall have adequate security measures to ensure protection of the Fall River Housing Authority’s data, files and documentation. These measures shall also provide for access to be restricted to authorized personnel and have procedures to protect the Fall River Housing Authority’s files and data in the event that an unauthorized intrusion or civil disturbance occurs. The Vendor’s computer center will have safety and fire prevention measures in conformance with local fire codes. In addition, it will have emergency procedures covering equipment cut-off, and the securing of files, data, and other items needed to assure uninterrupted processing of the Fall River Housing Authority’s payroll and human resources data.
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The Fall River Housing Authority will provide a copy of existing payroll master records on magnetic tape to the Vendor in the Vendor’s format. The Vendor shall provide training for the Fall River Housing Authority’s Director of Human Resources and all FRHA accounting staff. On location training is required if virtual classroom training is not available.
Technical Proposal Submission Requirements Proposers shall utilize the format listed below: Letter of Interest A cover letter introducing the firm and expressing interest in providing services to the Authority should be included. Company information Provide the date the company was started and the number of consecutive years the proposer has been providing payroll / human resources processing service. Proposer must provide evidence of financial stability and shall provide the name, address, and telephone number of at least two financial references. Proposer shall also provide the name and address of all municipalities and housing authorities to which the proposer is providing or has provided payroll / human resource processing services in the Commonwealth of Massachusetts and any significant municipal or public housing authority clients located elsewhere. Service Approach For each of the requested service areas, the respondent shall provide a brief overview of the approach and experience in the particular area. This should be supported with information to demonstrate the ability to provide such services. The proposer shall also highlight their customer service approach. Please include a description on how your firm will service our account. Include names and resumes of any key account managers that will be working directly with the FRHA. Proposer shall also provide training. Include a statement of the type of training to be provided together with the resume(s) of the trainers to be assigned to the Fall River Housing Authority.
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Any exception, deviation, or alternate to any requirements listed in the following sections. If no exception, deviation, or alternate to any specified Provide Samples of input - output forms, reports, journals, and data entry instructions Data conversion The vendor shall describe the planning, execution and validation of the data conversion from the existing systems to the new system Support The vendor shall present a plan to describe ongoing support services. After implementation, the vendor shall meet the following requirements for maintenance and software support:
Maintenance provided to the FRHA will include all new releases, fixes, patches and telephone support.
Any upgrades to software will be followed with documentation of all changes, additions, deletions, etc.
Vendor must ensure timely updates of product features and options, upgrades, etc. Explain in the proposal submittal how this information will be delivered to the FRHA
Reporting and transmittal of data Vendor shall provide samples of existing and custom reports, as well as reports required to be transmitted to the State and Federal government. Explain how reports will be transmitted.
MBE/WBE/Section 3 The proposer should identify any MBEs and WBEs, which are part of its team. The proposer should submit a plan for addressing Section 3 requirements. Other Items The firm is encouraged to include additional items that demonstrate their ability to provide services in accordance with the needs of the Authority. Proposers are encouraged to organize their proposals in a logical manner and present information in a way that is easy to identify. Any restrictions related to the distribution of the proposal, in whole or in part, must be specifically stated and the Authority will make reasonable effort to protect confidential information.
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Price Proposal Submission Requirements Please submit your price proposal in a separate sealed envelope.
Minimum Criteria The successful proposer must meet the following criteria at a minimum or the proposal will be deemed non-responsive and rejected on that premise. 1. The proposer has been providing payroll processing services for at least five (5) years. 2. The proposer has provided payroll services to at least one (1) public housing authority of similar size. 3. The proposer has provided payroll services to at least three (3) public entities. Comparative Evaluation Criteria For each of the comparative criteria you will be evaluated and assigned a categorical rating of Highly Advantageous (HA), Advantageous (A) Not Advantageous (NA), or Unacceptable (U). Your proposal will then be assigned an overall composite rating based on the criterion ratings. 1. Experience in providing payroll services with particular emphasis on experience provided to Massachusetts municipalities and public housing authorities. For this criterion, the proposal will be rated: Highly advantageous: If the proposer has successful experience with ten (10) or more municipalities, (5) five or more of which are located in Massachusetts and five (5) or more public housing authorities. Advantageous: If the proposer has successful experience with (5) five or more municipalities, at least (3) three of which are located in Massachusetts and (3) three or more public housing authorities. Not advantageous: If the proposer has successful experience with (3) or more municipalities, (1) one of which is located in Massachusetts and (1) three or more public housing authorities.
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Unacceptable: If the proposer has no successful municipal or public housing authority experience in Massachusetts.
2. Ability to meet the general requirements and specific requirements listed in the Request for Proposal. These elements should also be outlined in the proposed Plan of Services.
Highly advantageous: If the proposal is clear, complete, and demonstrates that the proposer has the ability to provide all general and specific requirements or provides acceptable highly advantageous alternates and that the company organization, controls, disaster plans, and security measures are thoroughly documented and indicate a superior organization. Advantageous: If the proposal is clear, complete, and demonstrates that the proposer has the ability to provide all general and specific requirements or provides acceptable advantageous alternates and that the company organization, controls, disaster plans, and security measures are thoroughly documented and indicate an acceptable organization. Not advantageous: If the proposal is clear, complete, and demonstrates that the proposer cannot provide all the general and specific requirements and / or that the company organization, controls, disaster plans, and security measures are not thoroughly documented and / or indicate a questionable organization. Unacceptable: If the proposal is unclear, incomplete; the proposer cannot provide all general and specific requirements, and /or the company organization, controls, disaster plans, and security measures are not documented and/or indicate an inadequate organization. 3. Extent of customer service plan Highly advantageous The proposer offers an extensive customer service plan and provides only one (1) dedicated key contact—such as an account manager— for all account matters.
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Advantageous: The proposer offers a customer service plan that includes no more than two dedicated (2) account representatives.
Not advantageous: The proposer only offers customer support via calling a call center. Unacceptable: The proposal mentions no customer service plan. 4. Ability to comply with Section 3 requirements Highly advantageous: If the proposer can comply with Section 3 by providing a complete section 3 plan with the proposal. Advantageous: The proposer does not comply with Section 3.
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Contract Procedures Key Contract Information Contract Number: C0213150 Main Office Telephone: 508-675-3500 Main Address: 85 Morgan St, Fall River, MA 02722 Contract Administrator: Nella Souza 508-675-3582 Accounting (Payments and Invoices): Phyllis Gendreau 508-675-3585 General Counsel: Michael Sousa 508-675-3585 Procurement Officer: Adam Gautie 508-675-3590
Contract Administration The contract administrator will monitor the contract for compliance. Any changes to the scope of work or any modifications of any kind shall be made in writing and approved prior to any changes, by either the FRHA Procurement Officer or the contract administrator.
Invoicing Submit invoices with the assigned contract number identified on each invoice, i.e. C0223150, to: Fall River Housing Authority PO Box 989 85 Morgan St. Fall River, MA 02722. and/or
[email protected] Payment Terms Proposer will be required to submit invoices on a monthly basis. Payment will be NET 30 days from receipt of invoice. The FRHA encourages the use of a prompt pay discount. Please offer a prompt pay discount. If no discount offered payment terms are assumed NET 30.
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Submission of Forms Proposer must submit the following forms and documents with proposal submission or your proposal will be deemed non responsive and rejected.
1) 2) 3) 4) 5) 6)
Technical Proposal (Provided by Proposer in separate sealed envelope) Price Proposal (Provided by propose and sealed in separate envelope) Non-Collusive Affidavit (Attachment) REAP (Attachment) HUD 5369-C Representations and Certifications (Attachment) Qualifications and References Form (Attachment)
Attachments A. B. C. D. E.
Non-Collusive Affidavit REAP HUD 5369-C Representations and Certifications Qualification and References Form Form of Contract Sample
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PROPOSAL CHECKLIST
Please submit all forms with the technical proposal with the exception of the price proposal form. The price proposal form must be submitted independently in a sealed envelope.
I, ____________________________________, hereby submit the following forms for proposal submission. I understand failure to properly complete, execute, and submit the following forms will result in proposal rejection.
Form
Check Here
THIS CHECKLIST TECHNICAL PROPOSAL (Separate Sealed Envelope) PRICE PROPOSAL (Separate Sealed Envelope) NON-COLLUSIVE AFFDAVIT REAP HUD 5369C QUALIFICATIONS AND REFERENCES FORM ANY ADDENDUMS ISSUED (IF APPLICABLE)
__________________________________________________ (Signature of individual submitting checklist)
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NON-COLLUSIVE AFFIDAVIT (CERTIFICATION OF GOOD FAITH)
The undersigned certifies under penalties of perjury that this proposal or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club or other organization, entity or group of individuals.
__________________________________________________ (Signature of individual submitting proposal or proposal)
__________________________________________________ (Name of business)
THIS AFFIDAVIT IS TO BE EXECUTED AND SUBMITTED WITH PROPOSAL/PROPOSAL TO THE FALL RIVER HOUSING AUTHORITY. FAILURE TO SUBMIT AN ORIGINAL SIGNED NON-COLLUSIVE AFFIDAVIT WILL RESULT IN THE REJECTION OF PROPOSAL/PROPOSAL.
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MASS. GENERAL LAWS c.62C, §49A REAP CERTIFICATION
Pursuant to MGL c.62(C) Sec. 49(a), the individual signing this CERTIFICATION on behalf of the Company, hereby certifies, under the penalties of perjury, that to the best of his/her knowledge and belief the Company has complied with any and all applicable state tax laws.
____________________________________ (Name of person signing proposal)
____________________________________ (Company)
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Fall River Housing Authority Qualifications and References Form This information will be used by the FRHA for purposes of determining responsibility of the proposer. Does proposer meet all minimum quality requirements?(Y/N)_______________ References: LIST OF ALL CURRENT CONTRACTS INCLUDING TYPE OF WORK, EACH CONTRACT’S CONTACT NAME, PHONE NUMBER, AND EMAIL ADDRESS:
1.____________________________________________________________________________ 2.____________________________________________________________________________ 3.____________________________________________________________________________ 4.____________________________________________________________________________ 5.____________________________________________________________________________ 6.____________________________________________________________________________ 7.____________________________________________________________________________ 8.____________________________________________________________________________ LIST OF ALL CONTRACTS COMPLETED IN THE PREVIOUS THREE (3) YEARS INCLUDING EACH CONTRACT’S TYPE OF WORK, COMPLETION DATE, CONTACT NAME, PHONE NUMBER, AND EMAIL ADDRESS: (Complete on reverse if needed)
1.____________________________________________________________________________ 2.____________________________________________________________________________ 3.____________________________________________________________________________ 4.____________________________________________________________________________ 5.____________________________________________________________________________ 6.____________________________________________________________________________ 7.____________________________________________________________________________ 8.____________________________________________________________________________ 9.____________________________________________________________________________ 10.___________________________________________________________________________ I certify this information contained herein is complete and accurate and herby authorize the FRHA to request any person or organization to furnish any information requested by the FHRA.
Printed Name: ____________________________Signature:_________________________________
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Fall River Housing Authority Sample Owner-Contractor Agreement THIS AGREEMENT, made this day of, in the year Two Thousand Fourteen(2014), by and between , hereinafter called the “Contractor”, and the Fall River Housing Authority, a public body, politic and corporate, organized and existing under the Housing Authority Law of the Commonwealth of Massachusetts, hereinafter called the “Authority”, WITNESSTH, that the Contractor and the Authority for the consideration stated herein agree as follows: Article 1.
Statement of Work.
The Contractor shall furnish all labor, services and insurance, and perform and complete all work required by and in strict accordance with the specifications for . Said Specifications and proposal form are incorporated herein by reference and are made a part hereof. Article 2.
Term of Contract.
Article 3.
Contract Consideration.
The Authority shall pay the Contractor for articles of clothing purchased by FRHA employees per pricing listed in the price proposal submitted by the Contractor on a monthly basis.
Article 4.
A. B. C. D.
Contract Documents.
The Contract shall consist of the following component parts
This Instrument RFP Specifications Technical Proposal Received from Contractor Price Proposal Form Received from Contractor
This instrument, together with other documents enumerated in this Article 4, which said other documents are as fully a part of the Contract as if hereto attached or herein repeated, form the Contract. In the event that any provision in any component part of this Contract conflicts with any provision of any other component part, the provision of the component part first enumerated in this Article 4 shall govern, except as otherwise specifically stated. The various provisions in Addenda shall be construed in the order of preference of the component part of the Contract which each modifies.
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IN WITNESS WHEREOF, the parties hereto have caused this Instrument to be executed in one original counterpart as of the day and year first above written.
_______________________________ (Contractor) Attest: ___________________________
By _____________________________
___________________________
Title ____________________________ Business Address: ________________________________ (Street) ________________________________ (City) (State) (Zip Code)
FALL RIVER HOUSING AUTHORITY
___________________________________ By: Leonard Aguiar Title: Chairman Business Address: 85 Morgan Street – P. O. Box 989 Fall River, Massachusetts 02722
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