2017 Summer Youth Employment Payroll Services Proposal Specifications Deadline for Proposal: April 17, 2017, 4:00 p.m.

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1 2017 Summer Youth Employment Payroll Services Proposal Specifications Deadline for Proposal: April 17, 2017, 4:00 p.m. The Guernsey County Department of Job and Family Services is soliciting proposals for Payroll Vendors to provide bi-weekly payroll services for youth participating in Guernsey County Department of Job and Family Services, 2017 Summer Youth Employment Program. Funding for this program is anticipated to be available May 1, 2017 September 30, 2017 through Temporary Assistance to Needy Families and/or Workforce Innovation and Opportunity Act. Youth participant eligibility for this program will be determined by the Guernsey County Department of Job and Family Service (GCDJFS). The eligible youth will be referred to the employer of record for an employment selection and hiring process. Selected youth, ages years old will perform work experience activities for public, private, and community based organizations at locations in and around Guernsey County. The GCDJFS will be responsible for work site development and the collection and approval of bi-weekly time sheets. Time sheet information will be forwarded to the Payroll Vendor who will process the payroll as required. Eligible youth shall be paid at a rate of $9.00 per hour. It is estimated that one hundred thirty (130) youth will participate in this12 week employment program. The Payroll Vendor will be the Employer of Record of the program, and will be responsible for processing of payroll time sheets, issuing wage subsidy benefits to youth and be responsible for Unemployment and Workers Compensation liability. The actual number of youth participating and length of the program will be dependent upon recruitment success and the amount of actual available funding. GCDJFS reserves the right to shorten or lengthen the duration of the program. Upon agreement of the Payroll Vendor and the GCDJFS, any contract or agreement entered into may be extended for a period of up to two (2) years beyond the last day of the initial contract or agreement period in which case the contract or agreement period shall extend through the last day of the extension. An extension may be granted without going out for Request For Proposal or bid each year, provided the contract or agreement award does not increase more than 2-3% for the extended period and performance standards are being met, unless the increase limit is waived by GCDJFS. Contact Person Neal A. Murdock, Quality Control Supervisor, (ph) , (fax) Payroll Vendor Requirements and Deliverables Payroll Services for this work experience program shall consist of the following: The Payroll Vendor shall be the Employer of Record The Payroll Vendor will provide orientation prior to the youth beginning their work experience to explain the payroll process, assist participants with their application to the employer (payroll vendor) and assist participants in completing all necessary new hire paperwork including federal and state withholding forms and any applicable local jurisdictional tax forms. The Payroll Vendor shall maintain an employment file on each participant and make the same available to GCDJFS to monitor, audit, or otherwise review for compliance that may be applicable to this program

2 The Payroll Vendor shall process all time sheets bi-weekly. Time sheets will be reviewed and approved by GCDJFS prior to their submission to the Payroll Vendor. The Payroll Vendor shall pay program participants on a bi-weekly basis by the Friday following the close of a bi-weekly employment period. Bi-weekly payroll shall be made by direct deposit, bank debit card or if necessary by payroll check. Only minimal fees can be made the responsibility of the payee related to the payroll process. The Payroll Vendor shall be responsible for processing and paying any required tax withholdings of the participants. The Payroll Vendor shall be responsible for processing and paying any and all statutory benefits as may be required by law (e.g. workers compensation). The Payroll Vendor shall provide an employee handbook that includes information of importance to those pay-rolled including contact phone numbers, office hours, time sheet procedures, and reminders on changes that might occur to their addresses, withholding, and etc. GCDJFS will be responsible for program eligibility for youth participants and Summer Youth Employment program management. Unit of Payment and Invoicing The Unit of Payment to the Payroll Vendor shall be the number of hours paid to participants multiplied by the agreed upon and contracted hourly rate. Providers responding to this Request For Proposal (RFP) should do so by submitting fully loaded hourly rates for participants. Invoices for reimbursement should be submitted on a bi-weekly basis. Invoices must be itemized by participant, supported by time sheets and in a format agreed upon by GCDJFS. Payment for invoices is completed each month, usually within days of invoice approval. Provider Disclosure and Conflict of Interest Provider must provide a disclosure of any pending or threatened court actions and/or claims against the provider. This information may not cause rejection of the proposal, but withholding the information may be cause to reject the proposal. All providers shall disclose if a real, potential, or apparent conflict of interest could arise. A conflict of interest could arise if any of the following individuals or organizations has a financial, personal, or other interest in the individual, company, or service provider selected for the award of a contract, service agreement, purchase, or grant: Officers, employees, agents or any member of their immediate families; The officers, employees, or agents business associates or partners; any organization for which any of the above is an officer, employee or agent; and Any entity which employs or is about to employ the officer, employee, or agent or a member of the officers, employees or agents immediate families or business associates. All providers shall disclose the potential for any conflict of interest that may arise between the provider, provider s employee, or agent and an officer, employee, or agent, of GCDJFS who may participate in the selection, award, recommendation, approval, monitoring, or administration of any contract, service agreement or purchase. No provider will promise, or give to any GCDJFS employee, anything of value that could influence that employee in their decision on awarding contracts. No provider will attempt, by any means, to influence an employee of GCDJFS to violate any policies of the agency, the Ohio Revised Code, or Federal Procurement Regulations

3 Failed Competition GCDJFS reserves the right to reopen competition or to enter into a sole source agreement if there is only one responsive proposal received from this solicitation. Provider Compliance Providers must comply with the Americans with Disabilities Act; Office of Management and Budget Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, 2 C.F.R. 200, when applicable; and other applicable Federal, State, and local laws, policies, and regulations. EEO Certification Successful respondents will be required to certify and agree that all persons employed by the respondent, its affiliates, subsidiaries, or other entities are and will be treated equally by the respondent without regards to or because of race, religion, ancestry, national origin, or sex and in compliance with all Federal, State, and local anti-discrimination laws. Preparation and Cost of Proposal The Payroll Vendor is expected to respond to this RFP in a manner that makes it clear they understand and have responded to all sections of the RFP. If a Payroll Vendor discovers any mistakes or omissions in the RFP they must notify the agency in writing. Proposals must provide a clear picture of the Payroll Vendor s qualifications and experience to provide the services requested in the RFP. The Payroll Vendor shall include all costs that relate to the responses submitted. All proposals become the property of GCDJFS and will be considered public information, open for inspection. The cost of creating proposals is the responsibility of the Payroll Vendor and shall not be chargeable to GCDJFS. The Payroll Vendor must guarantee the pricing listed in the proposal will remain in effect for the duration of the agreement period, if an agreement is awarded. Delivery of Proposals Payroll Vendor must mail or deliver one signed original proposal and a duplicate of the entire proposal to the Guernsey County Department of Job and Family Services, 324 Highland Ave, Cambridge OH The outside of the envelope must be clearly marked Summer Youth Payroll Vendor. Proposals that are hand-delivered must be in a sealed envelope. All proposals must be date and time-stamped when received. A receipt will be issued upon request. Proposals must be received no later than the deadline. Proposals received after the deadline will not be considered. If mailed, the provider should use certified or registered mail, UPS, or Federal Express with return receipt request. All providers must carefully review their final proposals. Once opened, proposals cannot change, however, GCDJFS may request information or respond to inquiries for clarification purposes only. Proposal Acceptance and Selection Proposal selection does not guarantee an agreement for services will be awarded. The selection process includes: Proposals will be evaluated based on the criteria in the RFP. Determination of Payroll Vendor s ability to provide the specified services Cost of Service(s) - 3 -

4 Previous successful experience in operating the same or similar activities Completeness of proposal Payroll Vendor s administrative and fiscal responsibility, record of integrity and business ethics, financial resources and compliance with public policy Based upon the results of the evaluation, GCDJFS will, at its sole discretion, select provider(s) for the service(s) whom it determines to be the best, responsive and responsible proposal. GCDJFS works with the selected providers to finalize the details of the agreement document. If GCDJFS determines that the agency and the provider are unable to successfully come to terms regarding an agreement, GCDJFS reserves the right to terminate agreement discussions. At the option of, and in its sole discretion, GCDJFS reserves the right to select another proposal from the RFP process, cancel the RFP or reissue the RFP if this is deemed necessary. All agreements are subject to availability of funding. Funding is subject to change during the agreement period. GCDJFS reserves the right to reject any or all proposals. The recommendation of the GCDJFS representative and the GCDJFS director (or designee) shall be final. Provider Representative s Signature Each proposal must be signed by an authorized representative of the provider and include the names of individuals authorized to negotiate with GCDJFS. The signature line must indicate the title or position the individual holds in the company. Confidentiality and Security Any provider that has access to confidential information will be required to keep that information confidential pursuant to all State and Federal regulations imposed upon GCDJFS. Provider s service delivery and financial accounting records are subject to record retention provisions (three-year minimum). Proposal Format To assure each proposal receives the same review, all proposals must be submitted in the following format. Proposal sections must be numbered corresponding to the following format: I. Cover Sheet A. The proposal must be signed by an authorized representative of the provider and include the names of individuals authorized to negotiate with GCDJFS. B. The signature line must indicate the title or position the individual holds in the company. II. III. Project narrative which includes: A. Proposed deliverables B. How the provider will provide the Payroll Vendor services requested within this Request For Proposal C. Provide a description of devices, procedures, or other mechanisms that will be used to measure, document, and/or report progress and success of the proposed service. Describe the proposed method to be used to transmit information between GCDJFS and the Payroll Vendor. Include proposed time frames involved. Cost of Proposed Payroll Vendor Service A. Please define in units of cost B. The provider must specify the cost of a fully loaded price per hour for youth

5 i. The provider shall provide an itemized cost breakdown for each expense, processing and mark-up for the fully loaded price per hour for youth. C. Non-profit and governmental entities will be reimbursed for costs only and therefore must provide a proposed budget for actual expenses that will be incurred for service delivered. i. A cost allocation analysis will be required for shared services costs. IV. Copies of any and all applicable licenses, insurance policy declaration page(s), Certification of Premium Payment of Workers Compensation, permits or other relevant certifications. Attachments The following attachments must be completed and submitted with each proposal. Supplemental information may be attached as needed. A Proposal Cost Summary B Certification of Non-Segregated Facilities C Certification on Personal Property Tax D Experience Statement E Legal Restrictions - 5 -

6 ATTACHMENT A Proposal Cost Summary Provider Name Street Address City, State, Zip Phone Number FAX Number Chief Executive Officer Authorized Representative Medicare: Social Security: FUTA: SUTA: Workers Compensation: General Liability, Fidelity Bond: Other: Processing Fee: Company Margin: Fully loaded price per hour for youth: $ Add on factor for additional pay rates: Type of Organization: Government/Public Sector Non-Profit Private-for-Profit - 6 -

7 ATTACHMENT B CERTIFICATION OF NON SEGREGATED FACILITIES The provider certifies that he does not maintain or provide for his employees any segregated facilities at any of his establishments, and that he does not permit his employees to perform their services at any location, under his control where segregated facilities are maintained. The provider certifies further that he will not maintain or provide for his employees any segregated facilities at any establishments, and that he will not permit his employees to perform their services at any location under his control where segregated facilities are maintained. The provider agrees that a breach of this certification will be a violation of the Equal Opportunity clause in any agreement or contract resulting from acceptance of this proposal. As used in this certification, the term segregated facilities means any waiting rooms, work areas, restrooms and washrooms, restaurants and other eating areas, time clocks, locker rooms, and other storage dressing areas, parking lots, drinking fountains, recreation or entertainment areas, transportation and housing facilities provided for employees which are segregated by explicit directive or are in fact segregated on the basis of race, color, religion, or national origin, because of habit, local custom, or otherwise. The provider agrees that (except where he has obtained identical certification from proposed subcontractors for specific time periods) he will obtain identical certifications from proposed subcontractors prior to the award of subcontracts exceeding $10, which are not exempt from the provisions of the Equal Opportunity clause, and that he will retain such certifications in his files. Note: The penalty for making false statements in offers is prescribed in 18 U.S.C Date, 20. Official Address (including ZIP Code) Address Company Signature Title City, State, Zip - 7 -

8 ATTACHMENT C CERTIFICATION ON PERSONAL PROPERTY TAX The provider certifies that he does not owe any personal property tax in Guernsey County. Company Address City, State, Zip Authorized Signature/Title Date - 8 -

9 ATTACHMENT D EXPERIENCE STATEMENT The provider is required to state in detail what work has done of a character similar to that included in the proposal; to give references and other detailed information to enable the agency to judge responsibility, experience, skill and financial standing. Among other things, this experience statement shall include the following: A record of similar work performed and evidence to the effect: 1. that the provider maintains a permanent place of business; 2. has adequate facilities, equipment, and personnel available for the work under the proposal; 3. has years engaged in same or similar business relevant to the proposal; 4. that the provider has suitable financial means to meet obligations incidental to the work; 5. that the provider has appropriate technical experience and possesses sufficient skill and experience; 6. when applicable to the proposal, the provider maintains or has the means to secure a service department qualified to make all repairs or adjustments that may be required on the equipment to be used

10 ATTACHMENT E Legal Restrictions Providers who propose to provide services to the GCDJFS shall read, understand, and comply with the following legal restrictions: All officers, employees and agents of the GCDJFS must, as a matter of policy, comply with all directives found in the foregoing legal requirements without regard to whether they are specifically referenced in the service agreement, subgrant agreement or other service plan. 1. Ohio Ethics Law - All officers, employees and agents of the GCDJFS must comply with the requirements of the Ohio ethics law and Ohio law pertaining to offences against justice and public administration, including, but not limited to, Sections , , and , Revised Code. a. Copies of the statutes are available online at Educational information related to the Ohio ethics laws may be found online at b. Ethics information regarding specific proposed actions may be obtained from the Ohio Ethics Commission staff on a prospective basis by calling (614) Gifts and Gratuities - No officer, employee or agency of the GCDJFS may solicit or accept gratuities, favors, or anything of value as defined in Section 1.03, Revised Code, from anyone doing business with or seeking to do business with, or regulated by the agency, including contractors, vendors, and potential contractors and vendors. 3. Conflict of Interest - No officer, employee, or agent, of the GCDJFS may participate in the selection, award, recommendation, approval, monitoring, or administration of any agreement, contract or purchase if a real, potential, or apparent conflict of interest could arise. A conflict of interest could arise if any of the following individuals or organizations has a financial, personal, or other interest in the individual or company selected for the award of a contract, purchase, or grant: a. Officers, employees, agents or any member of their immediate families; b. The officers, employees, or agents business associates or partners; c. any organization for which any of the above is an officer, employee or agent; and

11 d. Any organization which employs or is about to employ the officer, employee, or agent or a member of the officers, employees or agents immediate families or business associates. 4. Officers, employees or agents must immediately notify their supervisor or principal whenever they identify a real, potential, or actual conflict of interest on their part. It is the policy of the GCDJFS under such circumstances to relieve the employee from further participation in selection, award or administration of any procurement or resulting agreement, subgrant agreement or contract which presents a conflict of interest. 5. Personal Interests - No officer, employee or agent of the GCDJFS may: a. Sell, attempt to sell or act in a representative capacity for a vendor or other person attempting to sell goods or services to the county agency; b. Sell or attempt to sell any goods or services to: o The Ohio Department of Job and Family Services (ODJFS); o Any county department of job and family services (CDJFS); o Any public children s services agency (PCSA); o Any child support enforcement agency (CSEA); o Any workforce development agency; and o Any one-stop agency. c. Solicit or accept employment from anyone doing business with any of the foregoing agencies unless the officer, employee or agent completely withdraws, with the approval of GCDJFS, from all activities of the agency regarding the party offering employment. d. Officers, employees and agents of GCDJFS and their immediate family members and business associates are prohibited from voting, authorizing, recommending or in any other way using their position to secure approval of a GCDJFS contract or purchase in which the officer, employee, a member of their immediate family, or anyone with whom they have a business or employment relationship, has an interest. e. Officers, employees and agents of GCDJFS and their immediate family members and business associates are prohibited from benefiting from any contract or purchase authorized or approved by GCDJFS unless all criteria set forth in Section , Revised Code, are met. f. Officers, employees and agents of the GCDJFS may not act in a representative capacity, in any manner, before a public agency on behalf of any contractor or other person on any matter in which the employee personally participated through decision, approval,

12 disapproval, recommendation or other substantial exercise of administrative discretion. 6. Contract/Vendor Restrictions - No contractor, individual, company or organization seeking to sell goods or services to GCDJFS will promise or give to any agency officer, employee or agent anything of value, including employment or promise of employment within the scope of his or her job duties. No individual, company or organization seeking to sell goods or services to GCDJFS will ask an officer, employee or agent of the agency to violate any of the code of standards of conduct requirements. Contractors, subrecipient entities, and vendors acting on behalf of GCDJFS will refrain from activities which could result in violations of this rule. 7. Consequences - Officers, employees, and agents of GCDJFS and contractors in violation of Sections , , or , Revised Code, may be prosecuted for criminal violations. Any contractor, subrecipient, or vendor who violates the requirements of this code of conduct or of Sections , , or , Revised Code, is subject to having the related agreement terminated or having the GCDJFS refuse to enter into an agreement. I certify that I have read, understand, and will comply with the legal restrictions described above. And to the best of my knowledge, I am not aware of any circumstances that currently exist that violate or could be construed to be in violation of these legal restrictions. I understand my responsibility to promptly notify the GCDJFS of any newly arising conflicts of interest or potential violations of these legal restrictions. Company / Organization Address City, State, Zip Authorized Signature/Title Date