RFP No HAWS. Addendum #2. Revision No. Two AUTOMATED PAYROLL SERVICES

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1 Addendum #2 DESCRIPTION OF ADDENDUM. Revision No. Two AUTOMATED PAYROLL SERVICES This Addendum is to provide notice of changes to the RFP and answers to questions received from prospective proposers. RFP Changes: 1. On page 27, under Section A1.1.1 Human Resource Information Systems General Information, line A , the minimum number of employees that the proposer who is awarded the contract shall have the capacity to handle status changes for is 120 employees and not 250 employees as specified. The Proposal Fee Sheet has been revised to reflect the specified number of employees. 2. On page 31, under Section A1.2.4 Payroll Processing, line A , in addition to bi-weekly payrolls, the payroll company must also be able to process payrolls for bonuses, if needed. This item will be an add-on item that will require a separate price on the Proposal Fee Sheet. The Proposal Fee Sheet has been revised to reflect the added category. 3. Attachment C Proposal Fee Sheet has been revised and attached as part of this Addendum No. 2. DO NOT submit the original Proposal Fee Sheet (page 38) with your proposal submission. Questions & Answers: 1. What benefits do you have for your employees in your portfolio of products? Health insurance with BCBSNC, dental coverage through Lincoln, long-term and short-term disability coverages, a flex card account, sick leave, annual leave, potential comp time and overtime, some things connected to the Affordable Care Page 1

2 Act, workers' compensation leave and a state retirement plan that is a local government plan administered through the state. 2. Is disability coverage employee- or employer-sponsored? Long-term disability is 50/50 paid between the employee and the organization and short-term disability is paid fully by the employee. 3. Are there any voluntary coverage products, such an accident or critical illness policy? There are opportunities for employees to buy voluntary products through Guardian, such as a cancer policy. Vision is also voluntary. 4. Is there only one health plan or multiple plans? Only one 5. Is that a PPO? Yes 6. For the state retirement plan, will you need us to upload the files to the record keeper or financial provider or do you upload your 401k files to the state plan site? The payroll administrator of our Finance department uploads the state information to the state website using a report generated by ADP. 7. Who is processing your payroll today? ADP 8. Are you just on ADP s general payroll platform? Do they do just payroll processing for you? No. We track our leave through them and people request leave through the ADP system. They also maintain our basic records of employee data such as what they are paid, their annual salary and their basic data like phone number, address and social security number. 9. Which platform within the ADP system are you currently using? Workforce Now 10. Do you feel it is easy enough to get the reports out of Workforce/ADP? It's not. It's very difficult. Page 2

3 11. Could you walk us through your new hire enrollment process? When someone comes on board, they go through employee orientation. A couple of things happen in the ADP system. In HR, we set them up with their basic info, their framework, all their data. We enter the health insurance and whatever they selected. We get them logged into ADP so it can show their leave balances and that is forwarded to payroll and processed through payroll. The supervisor of the employee is also given a link to ADP so he can track and approve their leave and look at the information that they should have access to. 12. If you hire someone today, is it an electronic paperless process or paper-based? It's primarily paper. There are instances when things are done electronically in terms of connecting payroll and HR, but not in terms of getting in a lot of the basics. The application can be obtained and submitted online but beyond that, it's primarily a paper process. 13. Is the RFP an annual process or are you ready for a change? It's potentially a 5-year contract. It's typically a one-year contract with (4) one year renewals based on satisfaction of the owner. 14. What is the name of your GL and financial accounting system? Yardi Voyager 15. Does your employee handbook have your sick, annual and overtime policy? It does, but we are in the process of overhauling that document but that will still be in there. 16. From an HR support standpoint, what level of support are you looking for? We provide training for sexual harassment, supervisor training, etc. Is there a demand for that type of service? Yes, there would be a need. We need more training in some of those, Yes, there would be a need. We need more training in some of those basic areas or at least to have that option to offer it and I think our employees would be interested in that. But for the pricing response, you must use the proposal fee sheet in the RFP and the items that were included in it. We'll have the opportunity to assist HR after a contract award is made if the need arises and they want some additional services. We can do change orders as long as they don't exceed certain percentages. But to keep everyone comparable price-wise coming in from the front end, you have to use that fee schedule. Page 3

4 17. Is your brokerage relationship an opportunity at the time as well or will you keep that completely separate? We're happy with our current broker and not looking to make a change. We will have to go out to bid their service as well, but right now I don't see any need for that. 18. What is your internal process when an employee voluntarily or involuntarily terminates? Do you go out to the carrier sites and process those terminations yourself or does your broker do that? It initiates in HR and flows through payroll in terms of notifying the vendor when someone is terminated from their services. Terminations do not go back to the broker at all. In HR, we log in that someone is terminated and their date of termination. That flows to our payroll person and from her out to the vendors to notify that someone has terminated or something has changed in their coverage. 19. Could you explain your time and attendance needs? We need the ability to track all types of leave sick leave, vacation leave, overtime, comp time. Employees need to be able to enter leave requests and supervisors need to be able to approve them and see leave balances. We need FMLA leave tracking and ACA tracking. For tracking time and attendance, nonexempt employees must clock in and out electronically. 20. Do you have time clocks? If so, how many? No; non-exempt employees clock in and out electronically. 21. Are you tracking hours within ADP's system or on your own? Within ADP Page 4

5 Thank you for your interest in doing business with our Agency and we look forward to receiving a proposal submittal from your firm. Clinton Thomas, Director of Procurement Addendum No. Two It is the responsibility of all proposers to acknowledge addendums. Failure on the part of any proposer to acknowledge this addendum by the deadline may, at the HA s discretion, deem that proposer as non-responsive and may eliminate such proposer from consideration for award. Please return this document with your qualification response. ACKNOWLEDGED BY: Signature Date Printed Name Company Page 5

6 38 PROPOSAL FEE SHEET (REVISED VERSION) C1.0 Entry of Proposed Fees: Each Proposer must provide the proposed unit fees for each listed service in the appropriate column based on their pricing structure. Such fees shall be a firm fixed price, inclusive of all related costs required to deliver the services, including but not limited to: employee wages and benefits; clerical support; overhead; profit; licensing; insurance; materials; supplies; tools; equipment; long distance telephone calls; document copying; fuel surcharges; etc. Please note that such costs are all inclusive of all elements required to provide these services as specified herein and each fee proposed shall be fully burdened. Proposers shall write N/A in all boxes that do not apply to their pricing structure. In the instance there is no charge for a line item, Proposers shall put 0.00 in the box. If the Proposer charges a flat monthly fee for all services requested, this cost shall be reflected in the row marked Optional. Line Items EEOC compliance component End of Year (EOY) W-2 preparation & mailing Costs Annual/Flat Quarterly Monthly Hourly COBRA services One time start-up & configuration costs Bi-weekly payroll processing (Mandatory Direct Deposit) Monthly, quarterly, and annual tax related filings and payments, including garnishments North Carolina Retirement Systems reporting Worker s Compensation reporting Cost of special programing, if any Affordable Care Act reporting Direct Deposit fee, if any Time and Attendance component HR/Applicant tracking/on Boarding component On-line benefits administration component All of the above monthly price Software Monthly Access Additional payroll processing outside of set bi-weekly processing schedule: per Check Run

7 39 Note: Prices above should be based on 120 employees. Attach additional detailed information, under Tab 13 of the proposal submittal, which would be beneficial to HAWS understanding the pricing associated with your products and services. C2.0 HUD Form Acknowledgement (Acknowledge with a signature and date). C2.1 HUD Table 5.1 Date C3.0 Addenda Acknowledgements (if applicable, acknowledge with a signature and date) C3.1 Addendum #1 Date C3.2 Addendum #2 Date C3.3 Addendum #3 Date C3.4 Addendum #4 Date C4.0 Section 3 Preference (as defined in Attachment H). Select one. C4.1 None C4.2 Priority I C4.3 Priority II C4.4 Priority III C4.5 Priority IV C4.6 Priority V C4.7 Priority VI C4.8 Priority VII C5.0 Company Name/Contact Information C5.1 Company Name: C5.2 Address: C5.3 Phone: C5.4 C5.5 Authorize Agent Signature: C5.6 Authorize Agent Name (Printed): Note: Any quantities included on the Proposal Fee Sheet are for calculating purposes only. As may be further detailed herein, HAWS does not guarantee any minimum or maximum amount of work as a result of any award ensuing from this RFP.