Responses to Questions for Request for Quotation Number 2010-Q-12112.docx

Responses to Questions for Request for Quotation Number 2010-Q-12112

Question 1 Could the CDC please confirm that they will be responsible for the life cycle recruitment, retention, hiring/termination?

Response to Question 1

The Contractor is not responsible for recruitment, retention, or hiring/termination of Off-Duty DeKalb County Police Officers.

Question 2

Will CDC be responsible to obtain/maintain workmen's compensation of the officers? If not, is the contractor responsible?

Response to Question 2

Response to the first question is: No. Response to the second question is: No.

Question 3

I don't see any instructions to offers in how we should respond. Do you just want a quote for 60 to 100 personnel on a bi-weekly basis payroll services. Then we would just give a quote for the year to process these payroll.

Response to Question 3

Provide your quotation on how much it would be to process 60 to 100 Off-Duty Officers on a bi-weekly basis.

Question 4

In what format is the payroll data transferred from CDC to contractor, e.g., Excel spreadsheet, hardcopy timesheets, combination of both, etc?

Response to Question 4

Excel Spreadsheet (please see the attachment)

Question 5

At any point will the Contractor be responsible to conduct any payroll calculations (hours work X rate) or will the CDC provide gross/net figures to Contractor? If Contractor responsibility, will there be any overtime, differential calculations, etc?

Response to Question 5

The Contractor will receive a Time Sheet Summary (see attachment) that lists the hours worked multiplied by the Off Duty Officers pay rate.

Question 6

Will Contractor be subject to withhold payment funds due to court issued garnishments and/or liens?

Response to Question 6

No

Question 7

At any time must Contractor accommodate request for manual check payment in lieu of direct deposit?

Response to Question 7

Rarely will the Contractor be required to provide a manual check to the Off Duty Officer (i.e., banking issues).

Question 8 Are hours processed for the immediate 2 weeks prior or reflective of arrearage timeframe?

Response to Question 8 Immediate 2 weeks prior Question 9 After the Contractor submits an invoice to CDC, how many hours/days lag before funds are deposited in Contractor's account?

Response to Question 9 One to two business days Question 10 Will Contractor be requested to setup a special account to receive CDC funds or can an existing account be used?

Response to Question 10 An existing account can be used Question 11 The Contractor is required to provide evidence of each electronic payment (bi-weekly = 26 payments/year) plus the year-end 1099. Are any other deliverables required?

Response to Question 11 The Contractor shall provide proof to the project officer that all officers are paid bi-weekly and proof of year end 1099s.

Question 12 Is there a particular file format required for the payment reports deliverables, e.g., .pdf, etc?

Response to Question 12 No.

Question 13 Who will be responsible to capture hours worked by police officers? If contractor, what are the current procedures and what are the restrictions?

Response to Question 13 The Contractor is not responsible for capturing the hours worked by the officers. The hours per officer will be sent to the contractor.

Question 14 Is there any incumbent? If yes, can CDC provide the contractor's name, and would they be eligible to bid on this quotation?

Response to Question 14 Yes, there is an incumbent. The incumbent is Sowing Seeds of Success. The incumbent is eligible to provide a quotation on this requirement.

Question 15 Is this a new contract? If not, can we have a copy of the prior contract?

Response to Question 15 This is a recomplete of a previous contract. You will have to do a FOIA to receive a copy of the previous contract.

Question 16 On the Statement of Work – Reporting Schedule – It states the Government will provide the Contractor with current payroll on a bi-weekly basis. Does this means you (the CDC) will perform the necessary calculations to determine the amount the Officer is due then forward that information to the Contractor who will then be responsible for ensuring the Officer receives their payment for services provided to the CDC?

Response to Question 16 The Contractor will receive a Time Sheet Summary (see attachment) with calculations for each off duty officer.

Question 17 Will the Contractor be responsible for any type of liabilities for these Officers such as, Worker’s Compensation or Unemployment Premiums?

Response to Question 17 No Question 18 When referencing Electronic Payments are Pay Cards an acceptable form of payment to the Officers providing services to the CDC?

Response to Question 18 Electronic payments only Question 19 So the proposal is still do on the 24th. Also Certs and reps need to be included so we can check the box that we have completed ORCA.

Response to Question 19 The quotation is due May 24, 2010 at 5PM E.S.T. If the Representations and Certifications were completed, just indicate that in the quotation.

Question 20 Who will certify Police Officers’ time prior to submission?

Response to Question 20 The Off Duty Officers time will be certified by an Off Duty Police Supervisor Question 21 Will you require an electronic Time & Attendance system to manage the collection of hours?

Response to Question 21 No Question 22 Will you require a secured site to allow for electronic paystubs?

Response to Question 22 No Question 23 The contract would only be paying wages to the employees based on the amounts provided by Government two days before the payroll is to be made. There is no additional expenses associated with payroll that needs to be paid by the winning contractor?

Response to Question 23 No Question 24 Are you looking for someone to take the timesheets from the officers enter them into a payroll systems and send the checks and W2 out with reports? Or are you just looking for system ADP or paychecks to supply the means for your payroll distributions Response to Question 24 Response to the first question is: No. Response to the second question is: a means to distribute payroll.

Question 25 Duties and Responsibilities #5, indicates withholding, benefit payment, or allotment services are not required. Would we be asked to provide voluntary withholding? Are there any City or State taxes that need to be withheld?

Response to Question 25 Response to the first question is: No. Response to the second question is: No.

Question 26 Other than pay, will we be asked to furnish any other reimbursements to the police officers, i.e. travel, meals, out of pocket expenses?

Response to Question 26 No Question 27 Is the end of year report that is referenced a W-2, or 1099.

Response to Question 27 Question 28 When the payroll file is transmitted to the vendor will all individuals be prior approved for payment?

Response to Question 28 Yes Question 29 What software will be required to receive the electronic payroll file? What elements are included in the payroll file?

Response to Question 29 Response to the first question is: Excel. Response to the second question is: Officer’s name and number of hours worked, Social security number, and pay rate (see attached Time Sheet Summary).

Question 30 What elements and format will be required for transmission of the vendor invoice for government reimbursement?

Response to Question 30 An invoice which lists the amount to be paid Question 31 In order to set up a payroll record we will need basic information from the Officer (name, address, SS# etc.). If we provide the form will the agency collect the information and submit it to us prior to payroll? How do you propose the handling of changes in Officers?

Response to Question 31 Response to the first question is: the Contractor will be provided with the list of Off- Duty officers and their Social security numbers bi-weekly (Time Sheet Summary – attached). Response to the second question is: the names of off-duty officers may differ bi-weekly, therefore a time sheet summary will be sent to the contractor with the off-duty officers’ names and Social security numbers.

Question 32 If an individual is listed on the payroll file, and we have no information on that person, who do we contact? Do we remove that person from the file and pay only those that are on record?

Response to Question 32 Response to the first question is: The Off-Duty Police Officer Supervisor. The response to the second question is: No, pay everyone listed on the Time Sheet Summary submitted to the Contractor on a bi-weekly basis.

Question 33 Who is the current vendor?

Response to Question 33 Sowing Seeds of Success Question 34 What are the business terms of the current contract?

Response to Question 34 To receive a copy of the contract that lists the terms and conditions, you will need to get a FOIA.

Question 35

4. Upon transfer of funds, not later than (2) working days, the Contractor shall provide proof of electronic or check payment to individuals (Off Duty DeKalb County Police Officers) to the Government.

Question: For those receiving checks, will 2 day delivery by Fed-Ex to a central location for pickup by individuals be acceptable?

Response to Question 35 On the rare occasion of issuing a check, 2 day delivery by Fed-Ex to the officer’s residence would be acceptable.

Question 36

5. The Contractor shall not be required to withhold any taxes, pay and benefits or provide additional allotment services in addition to stated payroll services.

Question: Will the Contractor be responsible for recording withheld tax amounts for end of year W2 forms, or will these be 1099 forms?

Response to Question 36 These will be 1099 forms.

Question 37 Question: Will the Contractor be responsible for deducting and remitting wage garnishments, child support or other court ordered salary disbursement?

Response to Question 37 No Question 38

6. The Contractor shall provide end of year W-2’s or the equivalent to each individual paid through the calendar year.

Question: Will delivery by Fed-Ex to a central location for pickup by individuals be acceptable?

Response to Question 38 YES it will be acceptable.

Question 39 The Government will provide the Contractor with current payroll on a bi-weekly basis.

Question: What format will the current payroll be delivered in? Can you provide a sample exhibit?

Response to Question 39 See attached Time Sheet Summary (Excel Document) Question 40 Upon transfer of receipt of the payroll, the Contractor will have (1) working day to forward invoice to the Government. Within (2) working days of receipt of Government funds, the Contractor shall transfer amounts (determined by the Government) to personnel identified by the Government.

Question: Will the Contractor invoice only detail the net payroll amounts (what the actual amounts are that are deposited per individual)? If not what are the additional items this invoice to the Government requires?

Response to Question 40 The invoice should include the amount for the payroll to the Off-Duty Officers and the amount for the payroll services.