Questions_And_Answers.pdf
PDF 115 KB Posted
- Attached to
- EUR/ATHENS - Payroll Processing Services
- Solicitation number
- 19GR1025Q0003
- Issued by
-
Department of State US Embassy Athens
About this file
This is a Questions & Answers document for RFQ No. 19GR1025Q0003 for Payroll Processing Services at the U.S. Embassy Athens, Greece. The Q&A provides clarification that all 250-260 employees are full-time, with payroll calculated monthly based on bi-weekly reports. The current contract, held by DESPOTIDIS IOANNIS in Nea Smyrni, Greece, runs from January 2020 through December 2024 with an approximate value of 50,000 EUR.
Key operational details include: the provider will use their own ERP system rather than working on-site; overtime accrual follows regular income procedures; the provider will not handle hiring/releasing documentation or prepare leave/presence reports; no specific insurance requirements exist for the provider; and consulting services on Greek labor law issues must be provided via help desk (phone and email) with 24-48 hour response times at no additional compensation. The new solicitation is being issued due to the current contract's expiration in December 2024.
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Text version
Request for Quotations Number 19GR1025Q0003
Payroll Processing Services
U.S. Embassy Athens, Greece
Questions & Answers
Q1. Please provide an approximate breakdown of how many employees are full-time and how many are part-time. If there are any part-time employees, are they compensated on an hourly or daily basis?
A1. All employees are full time.
Q2. Will the payroll provider be also doing the hiring and releasing documentation?
A2. No
Q3. Please advise if employees accrue overtime. If so, what are the reporting procedures?
A3. Yes, they accrue. The procedure is the same as it is for regular income.
Q4. Please advise if payroll will be calculated bi-monthly or at the end of each month, and is the first payment based on accruals?
A4. Payroll will be calculated on a monthly basis. The payroll calculation is based on bi-weekly reports.
The payment to the provider is based on monthly accruals.
Q5. Please advise if the payroll provider will use their own payroll calculation ERP system or need to work physically at the Embassy? Can you provide which payroll system you are currently use?
A5. Provider’s system.
Q6. Please advise if the payroll provider will be responsible for preparing documents related to annual leave reports, presence reports, monthly PTO, sick days, and/or changes in salary or schedule.
A6. No.
Q7. Please advise on what, if any, will be the payroll provider’s insurance requirements for accounting liability.
A7. Award not contingent on insurance requirements held by the payroll provider.
Q8. Can you disclose who is currently providing payroll services.
A8. The current contractor is DESPOTIDIS IOANNIS, 12 AGIAS FOTINIS, NEA SMYRNI, 17121 GRC.
The period of performance is from January 1, 2020, to December 31, 2024.
Q9. Please advise why you are changing service providers.
A9. The existing contract is ending on December 31, 2024, and a new competed solicitation must be issued.
Q10. Please advise how much you are currently paying for the services prescribed in the RFQ.
A10. The total value of current contract is approximately 50,000.00 EUR.
Q11. Please advise the approximate turnover rate of the staff.
A11. 250 to 260 employees.
Q12. Regarding “1.4 Consulting services”: “The Contractor agrees to provide consulting services on Greek labor law issues via help desk, on an as needed basis. The COR will contact directly the
Contractor to ask for advice/support.”
a. What and how many hours will the payroll provider be expected to staff the help desk?
b. Is the help desk to be operated by phone, email or both?
c. What is the expected response time for help desk inquiries, and do you have SLA you can disclose?
d. Will consulting services be compensated at a separate rate/hour (i.e. if assistance from a labor lawyer is needed)?
A12. a. N/A.
b. Both.
c. 24 to 48 hours.
d. No.
File details come from the government source that posted it. Updated .