24-07 Payroll Processing Software.pdf

PROJECT MANUAL

for

CC# 24-07

COMPETITIVE CONTRACT

PAYROLL PROCESSING SOFTWARE SERVICES

Cape May Township, Cape May County, N.J.

March 21, 2024 at 10:00A.M.

MAYOR & COUNCIL

Mayor Zachary Mullock

Councilmember Lorraine Baldwin

Councilmember Shaine P. Meier

Councilmember Michael Yeager

Councilmember Maureen K. McDade

Erin C. Burke, RMC, City Clerk

Paul Dietrich, City Manager

LEGAL NOTICE

Notice is hereby given by the City of Cape May that a Competitive Contract in accord with N.J.S.A. 40A:11-4.1 will be received by the City on March 21, 2024 at

10:00A.M. prevailing time conducted on electronic platform, in accord with

N.J.A.C. 5:34-1 et. Seq., on BIDNET at www.bidnetdirect.com//capemaycity

CC #24-07 Payroll Processing Software

NOTE:

It is the bidder’s responsibility to ensure that the bid package is uploaded onto the e-procurement site by the bid opening date and time. Any bid document received after the deadline established by the Department of Purchasing will not be accepted, regardless of the method of delivery.

Bidders must comply with the requirements of N.J.S.A. 10:5-31 et seq., and N.J.A.C.

17:27 et. Seq., The City of Cape May will award this Competitive Contract in accord with Price and

Other Factors as outlined within N.J.S.A 40A:11-4.1 et. Seq., and N.J.A.C. 5:34-4.1 et.

Seq., Report of Competitive Contract:

In accord with N.J.S.A. 40A:11-4.4(d) the summary report will be posted on the City procurement website at www.bidnetdirect.com//capemaycity at least 48 hours prior to the governing body taking action on award.

This procurement has been advertised in accordance with the “Fair and Open Basis” and nothing further shall be required under the Pay-to-Play Legislation (N.J.S.A.

19:44A-20.5).

Ordered By: Erin C. Burke

City Clerk http://www.bidnetdirect.com/capemaycity http://www.bidnetdirect.com/capemaycity

Applicable to Bid if marked “X”

DOCUMENTATION REQUIRED OR REVIEWED

Initials

When Due

Bid Guarantee (Bid Bond or Certified/Cashier’s Check) (with

POA for full amount of Bid Bond)

With Bid

Submission

Consent of Surety (Certificate from Surety company)

Performance Bond and Labor and Material Payment Bond

(Required from the Awarded Contractor)

At signing of contract

Maintenance Bond in the Amount of 100 % for a period indicated in “General Conditions” Required from the Awarded

Contractor Upon Acceptance of Project

Upon

Acceptance of

Project

Acknowledgement of Receipt of Addenda (To be Completed if Addenda are Issued)

X Ownership Disclosure Form

Named Subcontractors in Bid for Listed Specialty Trades

Public Works Contractor Registration Certificate(s) for the

Bidder and all Sub Contractors

Prior to Award, but effective at time of bid

X Business Registration Certificate – Bidder and all Sub

Contractors

Prior to

Contract

Award

Non-Collusion Affidavit

Submission

X Experience and Qualifications

Insurance and Indemnification Certificate

Prior to

Disclosure of Investment Activities in Iran Form

Federal debarment Form

Prevailing Wage Certification (PL 2021, C301)

Equipment Certification

EEO/AA Form AA-201

After Notice of

Award, Prior to

Signing

EEO/AA Form AA-302 or Letter of Federal Approval or

Certificate of Employee Information Report

After Notice of

Award, Prior to

Signing

Contract

X Bidder’s Checklist

This checklist is provided for bidder’s use in assuring compliance with required documentation;

however, it does not include all specifications requirements and does not relieve the bidder of the need to read and comply with the specifications.

Bidder Name: Date:

Authorized Representative:

Signature:

Print Name & Title:

PAYROLL OUTSOURCING SERVICES

l.0 PURPOSE

1. 1 The City of Cape May is seeking solutions to its payroll process involving outsourced solutions through a competitive contract process in accordance with N.J.S.A 40A:11-4.1 et. seq.,

2. In addition, the City is seeking Pension filing and payment services with the State of New Jersey as well as ACA reporting.

2.0 OBJECTIVE

2.1 The City is seeking proposals from qualified firms to provide turnkey, electronically generated payroll services that provide the following payroll related functions:

2. 1.1 Pay check processing and direct deposit processing

2.1.2 Tax processing

2.1.3 Pay reporting.

2.1.4 Pension filing and payment.

2.1.5 Agency Services

2.1.6 Bank Reconciliation/Trial Balance

2.1.7 ACA reporting

2.1.8 Advance Scheduling for 24-7 operations for Fire and Police Dept.s

3.0 ENVIRONMENT

3.1 Location and Staff

3.1.1 City has a single office location at 634 Washington St, Cape May City, NJ

08204

3.1.2 With additional off-site locations at Public Works, Convention

Hall, Life Guards, Fire and Police.

3.1.3 The City has approximately 90 full-time employees and 285 and 195 part-time seasonal employees across 7 departments.

3.1.4 T h e Finance Office is responsible for all payroll-processing functions;

issuance of paychecks, check writing and processing pay stubs and direct deposits. All City employees are in the same semimonthly pay group.

3.2 Technology Environment

3.2.1 The City of Cape May seeks to subscribe to a service to conduct payroll activities using a service that is provided by a hosting company and accessed by the City by way of the public Internet or secure remote access.

4.0 TECHNOLOGY STANDARDS OF RESPONSE

4.1 Methods of Operation

4.1.1 The hosted service will maintain a data center within North America and accessed via the public Internet on standard ports of operation, within a

North America IP address range.

4.1.2 The service will generally be available 24 hours a day, 7 days a week, exempting unforeseen outages and reasonable maintenance.

4.1.3 If the service is accessed by the client using a web browser, then the service will support the currently supported version of the Microsoft Windows-based browser at the time of access, without deprecated add-ons or installations.

4.1.4 If the service is accessed using software installed on computer workstations, then the provider will supply the software to the City at no additional cost.

The software must be compatible with a Microsoft Windows operating system currently under general support (presently Windows 10 or better) and must run as a general user without the need for administrative privileges. Software must be packaged into a single installer, or alternatively, the provider will provide installation of the software as needed via a remote session at no cost to the City. The software must be updated for the duration of the term to be compatible with the currently updated and supported version of Microsoft Windows that existed at the time.

4.1.5 All data communications in transit will be encrypted using industry-standard levels of encryption for financial communication, a standard called for in insurance company standards, or AES256, whichever is greater.

4.1.6 The hosted service will deploy appropriate, standard-of-the-industry security controls in their center to minimize the risk of data loss or exposure.

This includes the deployment of firewalls, intrusion detection systems, and anti-virus.

4.1.7 Data stored at rest should be protected with AES256 or equivalent strength encryption. Respondents should include a brief explanation of how our rest is protected when it is at rest.

4.1.8 The provider will maintain a data backup plan for Cape May’s data that meets any criteria specified by our insurance carrier (see "standards", below), or a daily backup for each of the preceding 14 days, and one copy of each of the preceding two months, whichever is greater.

Backups will be stored offsite from the provider's data center, and all backups will be encrypted using AES256 or greater at rest and in transit.

4.1.9 The provider will have a method to recover our data and connecting services within 48 hours under typical conditions and supply all data recovery services within their hosted product.

4.1.10 The provider must provide electronic portal for employees to view their payroll stub and accrued time.

4.2 AUTHENTICATION

4.2.1 The system will require authentication of the user with a unique name and password. The password requirements will follow the insurance company standard, or the following, whichever is greater. The system must have the capability to require complex passwords (Inclusion of username not allowed length of 8 or greater, any three of uppercase, lowercase, special character, and number), to require passwords to be changed at least every 90 days, to lock out users on successive password failures, to lock out user automatically after a period of inactivity days without a login.

4.2.2 Services that provide a tool to synchronize on-premises Active Directory accounts, and those that support SAML are preferred. Respondents should indicate if the product provides either of these features.

4.2.3 City of Cape May strongly encourages the use of Multi-Factor

Authentication (MFA), which is an additional security challenge using a concept of something you have (such as a one-time password in an authenticator app or telephone verification) or something you are (such as a fingerprint).

4.2.4 During the course of the term, City of Cape May may determine a need to require MFA, by our processes or to further compliance with insurance carrier standards or applicable regulation. In these cases, the vendor will provide MFA for our accounts within 4 months (120 days) of notice that the need exists.

4.3 Administrative Standards

4.3. l The provider will be required to meet all standards as promulgated by the

City of Cape May’s insurance provider. These standards will be published by the insurance carrier, and for the purposes of the entirety of this contract, collectively include both requirements for computer system and elective/recommended controls related to computer security and standards (''standards"). As the term of the contract will encompass a span of time, vendors will be required to meet standards within 90 days of notification by City of Cape May. Typically, any changes to security standards will be communicated annually. The vendor will provide Cape

May City with timely documentation needed to support compliance.

Current requirements are attached in addendum.

4.3.2 The hosted provider shall comply with any relevant Federal, State, or local ordinance, including those placed into effect during the term of service.

4.3.3 The hosted provider will maintain business insurance that includes coverage for cybersecurity.

4.3.4 The hosted provider will maintain a data center that utilizes industry practices to ensure the security and reliability of the data housed on our behalf.

4.3.5 The provider will maintain access logs for attempts, success, and failures of access to the system for the preceding 180 days. Logs will be available to the City or made available upon request.

4.3.6 The hosted provider will maintain a cybersecurity response plan. The provider's cybersecurity response will include timely notification and relevant updates to the City of suspected breaches or loss, the manner and scope of such breaches.

4.3.7 During the term, the provider will maintain their technology with current industry practices for security. encryption, and accounting.

4.3.8 The provider agrees to cooperate with City of Cape May, to furnish records and other necessary functions without legal process, in the process of any inquiry into the service, such as for a security violation, use or misuse.

4.3.9 City of Cape May may elect to cancel the contract with 30 days of notice pursuant to any concerns with data handling, breach or loss, or non-compliance with these computer security related items.

5.0 PAYROLL ENVIRONMENT

5.1 All City employees are on the same semimonthly pay period.

5.2 City has full-time exempt and non-exempt employees as well as part- time employees.

5.3 Non-exempt employees are eligible for overtime if approved by management.

5.4 The City offers the following changes and additions to employee pay that need to be supported:

5.4.1 Regular pay

5.4.2 Sick leave

5.4.3 Holiday Pay

5.4.4 Workers Compensation

5.4.5 Bereavement leave

5.4.6 Jury duty leave

5.4.7 Leave without pay

5.4.8 Imputed Income

5.4.9 Retroactive pay

5.4.10 Medical waiver

5.4.11 Allowances

5.4.12 Severance pays.

5.4.13 Overtime Pay

5.4.14 Outside Overtime Pay

5.4.15 Vacation Pay

5.4.16 Stipends

5.5 City employees have the following benefits as pay deductions:

5.5.1 Health insurance

5.5.2 Dental insurance.

5.5.3 Short Term Disability

5.5.4 Health Savings Account

5.5.5 Pension

5.5.6 Pension Loans

5.5.7 Garnishment

5.5.8 Deferred compensation (457b, 457(Roth))

5.5.9 Flexible spending

5.5.10 Contributory Life Insurance

5.5.11 AFLAC

5.6 City employees require the following taxes to be withheld and processed:

5.6. l Federal Income Tax

5.6.2 State Income Tax

5.6.3 Medicare / Social Security

6.0 REQUIREMENTS

6.1 Payroll Services:

6. l. l the selected solution must generate direct deposit, paychecks, related reports, and payroll update files. Direct deposit pays advances and electronically signed checks are to be delivered to the Finance Office at the direction of Director of Finance as delivery dates vary. Vendors must include all available options for delivering direct deposit advances and pay checks.

6.1.2 Contracted services will include - but may not be limited to the following processes/activities:

6.1.3 Paycheck generation including electronic signatures/

6.1.4 Direct deposit including pay stub generation.

6.1.5 State and federal tax reports

6.1.6 Provide completed W-2, W-3 forms.

6.1.7 Semimonthly, and quarterly, and annual payroll reports (payroll register, benefit deductions, etc.) as well as the ability to customize reports

6.1.8 Pension filing quarterly including Retro-active filing

6.1 .8 Additional services as may be identified during the solicitation process, during subsequent negotiations, and/or as may be later identified throughout the life of the contract.

7.0 PAY SCHEDULE REQUIREMENTS

7.1 Please provide a proposed schedule for a semi-monthly pay period ending on a Friday. Note when time data would need to be finalized online, when payroll would be processed, and when checks and direct deposits advances would be delivered to City (Thursday by noon). Note any other time sensitive deadlines that must be met in order to meet the Thursday noon delivery deadline. Note if federal holidays will cause a change in schedules.

7.2 What is the current accuracy level of check processing through the proposed hosted payroll solution?

7.3 What accuracy and service level agreements are provided to customers?

7.4 If problems are found with a pay, what is the process and timeframe for resolution?

7.5 Can manual and off-cycle paychecks be processed? How is this accomplished?

PROJECT PLAN REQUIREMENTS

8.0 Vendors are to provide a detailed project plan to get City from the as-is environment to the to-be environment as outlined on the next page. Note tasks that will be performed by vendor and those that will need to be performed by

City.

8.1 Include in the Cost chapter of your proposal a listing of all hardware, software, periodic and one-time services to be provided. Indicate the frequency of delivery (biweekly, quarterly, and annually). Provide unit pricing for deliverables such as printed paychecks and the total costs for advance scheduling integration, semimonthly, quarterly, and annual services. On a separate line, show the guaranteed not to exceed costs for all of the services offered in your proposal.

9.0 PAYROLL PROCESSING REQUIREMENTS

9.1 Vendor to outline steps needed to process a payroll. For example, steps should include any preparatory actions required to open a payroll, closing payroll, processing payroll, and payroll check/direct deposit delivery.

Vendor should specify which steps are performed by City, and which will be performed by vendor.

9.2 The hosted payroll system must include a backup process to ensure that services will continue uninterrupted in the event that the vendor is unable to obtain data or is otherwise unable to generate payroll services through the normal protocol.

Include a description of steps vendor takes to minimize loss of data and process disruption.

9.3 The City requires direct-deposit for full-time employees.

10.0 TECHNICAL REQUIREMENTS

10.1 Vendors must include as part of their turnkey proposal all hardware, software, communication interfaces, technical services (including support and maintenance services), etc. needed to interface.

10.2 If City is required to purchase the equipment or additional outside services

11 PROPOSAL

11.1 Respondents shall provide with the packet response a detailed schedule for testing encompassing all envisioned or potential sampling and considering a seven (7) year contract commencing as:

11.1.1 Year 1

11.1.2 Year 2

11.1.3 Year 3

11.1.4 Year 4

11.1.5 Year 5

11.1.6 Year 6

11.1.7 Year 7

12 PROCUREMENT AND METHOD OF AWARD

12.1 This procurement is being conducted in accord with the laws governing competitive contracting at N.J.S.A40A:11-4.1 et.seq.,

12.2 Method of award shall be ratings upon responses of Price and Other Factors more fully described within N.J.A.C. 5:34-4.3(d)

12.2.1 Managerial Weighted Percent ___%

12.2.2 Technical Weighted Percent ___%

12.2.3 Cost Weighted Percent ___%

13 CONTACTS/ QUESTIONS :

13.1 All questions pertaining to process or technical questions shall be submitted through

Bidnet Direct

Technical criteria:

(Max Points) 1 Pt = Poor Response, 3 Points = Average Response, 5 Pts = Concise and Superior Response

Vendor Name:

Does the vendor's proposal demonstrate a clear understanding of the scope of work and related?

objectives?

(2) Is the vendor's proposal complete and responsive to the specific RFP requirements?

(3) Has the past performance of the vendor's proposed methodology been documented?

(4) Does the vendor's proposal use innovative technology and techniques?

Sub Total Technical 0 0 0

Management criteria:

(Max Points) 1 Pt = Poor Response, 3 Points = Average Response,

(1) Does the vendor document a record of reliability of timely delivery and on-time and on- budget implementation?

(2) Does the vendor document industry or program experience?

(3) Are the availability of in- house and contract resources documented?

Sub Total Managerial 0 0 0

Cost criteria:

(Max Points ) 1 Pt = Poor Response, 3 Points = Average Response, (1)Relative cost: How does the cost compare to other similarly scored proposals?

(2)Full explanation: Is the price and its component charges, fees, etc. adequately explained or documented?

(3) Does the proposal include quality control and assurance programs?

SUB TOTAL COST 0 0 0

Final Rater Score 0 0 0

EXHIBIT A

MANDATORY EQUAL EMPLOYMENT OPPORTUNITY LANGUAGE

N.J.S.A. 10:5‐31 et seq. (P.L.1975, c.127)

N.J.A.C. 17:27 et seq.

GOODS, GENERAL SERVICES, AND PROFESSIONAL SERVICES CONTRACTS

During the performance of this contract, the contractor agrees as follows:

The contractor or subcontractor, where applicable, will not discriminate against any employee or applicant for employment because of age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex.

Except with respect to affectional or sexual orientation and gender identity or expression, the contractor will ensure that equal employment opportunity is afforded to such applicants in recruitment and employment, and that employees are treated during employment, without regard to their age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex.

Such equal employment opportunity shall include, but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship.

The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the Public Agency Compliance Officer setting forth provisions of this nondiscrimination clause.

The contractor or subcontractor, where applicable will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex.

The contractor or subcontractor will send to each labor union, with which it has a collective bargaining agreement, a notice, to be provided by the agency contracting officer, advising the labor union of the contractor's commitments under this chapter and shall post copies of the notice in conspicuous places available to employees and applicants for employment.

The contractor or subcontractor, where applicable, agrees to comply with any regulations promulgated by the Treasurer pursuant to N.J.S.A. 10:5‐31 et seq., as amended and supplemented from time to time and the Americans with Disabilities Act.

The contractor or subcontractor agrees to make good faith efforts to meet targeted county employment goals established in accordance with N.J.A.C. l7:27‐5.2.

The contractor or subcontractor agrees to inform in writing its appropriate recruitment agencies including, but not limited to, employment agencies, placement bureaus, colleges, universities, and labor unions, that it does not discriminate on the basis of age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex, and that it will discontinue the use of any recruitment agency which engages in direct or indirect discriminatory practices.

The contractor or subcontractor agrees to revise any of its testing procedures, if necessary, to assure that all personnel testing conforms with the principles of job related testing, as established by the statutes and court decisions of the State of New Jersey and as established by applicable Federal law and applicable Federal court decisions.

In conforming with the targeted employment goals, the contractor or subcontractor agrees to review all procedures relating to transfer, upgrading, downgrading and layoff to ensure that all such actions are taken without regard to age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex, consistent with the statutes and court decisions of the State of New Jersey, and applicable Federal law and applicable Federal court decisions. The contractor shall submit to the public agency, after notification of award but prior to execution of a goods and services contract, one of the following three documents:

Letter of Federal Affirmative Action Plan Approval; Certificate of Employee Information

Report; or

Employee Information Report Form AA‐302 (electronically provided by the Division and distributed to the public agency through the Division’s website at: http:// www.state.nj.us/treasury/contract_compliance.

The contractor and its subcontractors shall furnish such reports or other documents to the Division of Purchase & Property, CCAU, EEO Monitoring Program as may be requested by the office from time to time in order to carry out the purposes of these regulations, and public agencies shall furnish such information as may be requested by the Division of

Purchase & Property, CCAU, EEO Monitoring Program for conducting a compliance investigation pursuant to N.J.A.C. 17:27‐1.1 et seq http://www.state.nj.us/treasury/contract_compliance

NEW JERSEY ANTI-DISCRIMINATION PROVISIONS

N.J.S.A. 10:2-1 ET SEQ.

Pursuant to N.J.S.A. 10:2-1, if awarded a contract, the contractor agrees that:

a. In the hiring of persons for the performance of work under this contract or any subcontract hereunder, or for the procurement, manufacture, assembling or furnishing of any such materials, equipment, supplies or services to be acquired under this contract, no contractor, nor any person acting on behalf of such contractor or subcontractor, shall, by reason of race, creed, color, national origin, ancestry, marital status, gender identity or expression, affectional or sexual orientation or sex, discriminate against any person who is qualified and available to perform the work to which the employment relates;

b. No contractor, subcontractor, nor any person on his behalf shall, in any manner, discriminate against or intimidate any employee engaged in the performance of work under this contract or any subcontract hereunder, or engaged in the procurement, manufacture, assembling or furnishing of any such materials, equipment, supplies or services to be acquired under such contract, on account of race, creed, color, national origin, ancestry, marital status, gender identity or expression, affectional or sexual orientation or sex;

c. There may be deducted from the amount payable to the contractor by the contracting public agency, under this contract, a penalty of $50.00 for each person for each calendar day during which such person is discriminated against or intimidated in violation of the provisions of the contract; and

d. This contract may be canceled or terminated by the contracting public agency, and all money due or to become due hereunder may be forfeited, for any violation of this section of the contract occurring after notice to the contractor from the contracting public agency of any prior violation of this section of the contract.

FormAA302

Rev. 11/11

STATE OF NEW JERSEY

Division of Purchase & Property

Contract Compliance Audit Unit

EEO Monitoring Program

EMPLOYEE INFORMATION REPORT

IMPORTANT-READ INSTRUCTIONS CAREFULLY BEFORE COMPLETING FORM. FAILURE TO PROPERLY COMPLETE THE ENTIRE FORM AND TO SUBMIT THE REQUIRED

$150.00 FEE MAY DELAY ISSUANCEOFYOUR CERTIFICATE. DO NOT SUBMIT EEO-1 REPORT FOR SECTION B, ITEM 11. For Instructions on completing the form, go to:

http://www.state.nj.us/treasury/contract compliance/pdf/aa302ins.pdf

SECTION A- COMPANY IDENTIFICATION

I. FID. NO. OR SOCIAL SECURITY 2. TYPE OF BUSINESS

0 I. MFG O 2. SERVICE O 3. WHOLESALE

0 4.RETAIL O 5.OTHER

3. TOTAL NO. EMPLOYEES IN THE ENTIRE

COMPANY

4. COMPANY NAME

5. STREET CITY COUNTY STATE ZIP CODE

6. NAME OF PARENT OR AFFlLIATED COMPANY (IF NONE, SO INDICATE) CITY STATE ZIP CODE

7. CHECK ONE: IS THE COMPANY: 0 SINGLE-ESTABLISHMENT EMPLOYER 0 MULTI-ESTABLISHMENT EMPLOYER

I

9. TOTAL NUMBER OF EMPLOYEES AT ESTABLISHMENT WHICH HAS BEEN AWARDED THE CONTRACT

10. PUBLIC AGENCY AWARDING CONTRACT

CITY COUNTY STATE ZIP CODE

Official Use Onl DATE RECEIVED NAUG.DATE ASSIGNED CERTIFICATION NUMBER

SECTION B - EMPI OYMENJ DATA

11. Report all petmanent, temporary and part.time employees ON YOUR OWN PAYROLL. Enter the appropriate figures on all lines and in all columns. Where there are no employees in a particular category, enter a zero.Include ALLemployees, not justthose in minority/non-minority categories, incolumns 1, 2, & 3. DONOTSUBMIT

AN EE0-1REPORT.

JOB

CATEGORIES

ALL EMPLOYEES -MINORITY caaD1nvcc .- • •1 ~-••n•

COL. I

TOTAL

(Cols.2 &3)

COL. 2

MALE

COL.3

FEMALE

********* MALE********************** *************FEMAL!=**********************

'3LACK

HISPANIC

AMER.

NDIA}

ASIAN

NON

MIN.

BLACK

HISPANIC

AMER.

INDIAN

ASIAN

NON

MIN.

Officials/ Managers

Professionals

Technicians

Sales Workers

Office & Clerical

Craftworkers

(Skilled)

Operatives

(Semi-skilled)

Laborers

(Unskilled)

Service Workers

TOTAL

Total employment

From previous Reoort (If anv)

Temporary & Part-

Time Employees The data below shall NOT be included in the figmes for the appropriate categories above.

1 2□.

HOW WAS INF O R M□A T ION ASTORACEORETHNICGROUPINSECTIONB OBTAINED

1. Visual Survey 2. Employment Record D3- Other (Specify)

14. ISTHISTHEFIRST

Employee lnfonnation

15. IF NO, DATE LAST

REPORT SUBMITTED

Report Submitted?

13. DATES OF PAYROLL PERIOD USED MO IDAYIYEAR

From: To: I.YES! 2.NOI http://www.state.nj.us/treasury/contractcompliance/pdf/aa302ins.pdf

SECTION C-SIGNATUREAND IDENTIFICATION

17. ADDRESS NO. & STREET CITY COUNTY STATE ZIP CODE PHONE (AREA CODE, NO.,EXTENSION)

SAMPLE CERTIFICATE OF EMPLOYEE INFORMATION REPORT

New Jersey Business Registration Certification

Pursuant to N.J.S.A. 52:32-44, The City of Cape May (“Contracting

Agency”) is prohibited from entering into a contract with an entity unless the bidder/proposer/contractor, and each subcontractor that is required by law to be named in a bid/proposal/contract has a valid Business Registration Certificate on file with the Division of Revenue and Enterprise Services within the Department of the Treasury.

Prior to contract award or authorization, the contractor shall provide the Contracting Agency with its proof of business registration and that of any named subcontractor(s).

Subcontractors named in a bid or other proposal shall provide proof of business registration to the bidder, who in turn, shall provide it to the Contracting Agency prior to the time a contract, purchase order, or other contracting document is awarded or authorized.

During the course of contract performance:

(1) the contractor shall not enter into a contract with a subcontractor unless the subcontractor first provides the contractor with a valid proof of business registration.

(2) the contractor shall maintain and submit to the Contracting Agency a list of subcontractors and their addresses that may be updated from time to time.

(3) the contractor and any subcontractor providing goods or performing services under the contract, and each of their affiliates, shall collect and remit to the Director of the Division of Taxation in the Department of the Treasury, the use tax due pursuant to the Sales and Use Tax Act, (N.J.S.A.

54:32B-1 et seq.) on all sales of tangible personal property delivered into the State. Any questions in this regard can be directed to the Division of Taxation at (609)292-6400. Form NJ-REG can be filed online at http://www.state.nj.us/treasury/revenue/busregcert.shtml.

Before final payment is made under the contract, the contractor shall submit to the Contracting Agency a complete and accurate list of all subcontractors used and their addresses.

Pursuant to N.J.S.A. 54:49-4.1, a business organization that fails to provide a copy of a business registration as required, or that provides false business registration information, shall be liable for a penalty of $25 for each day of violation, not to exceed $50,000, for each proof of business registration not properly provided under a contract with a contracting agency.

Emergency Purchases or Contracts

For purchases of an emergent nature, the contractor shall provide its Business Registration Certificate within two weeks from the date of purchase or execution of the contract or prior to payment for goods or services, whichever is earlier.

http://www.state.nj.us/treasury/revenue/busregcert.shtml http://www.state.nj.us/treasury/revenue/busregcert.shtml

SAMPLE BUSINESS REGISTRATION CERTIFICATE

City of Cape May Disclosure of Investment Activities in Iran

Bidder Name:

Part 1: Certification

BIDDERS ARE TO COMPLETE PART 1 BY CHECKING EITHER BOX.

Pursuant to Public Law 2021, c. 4, any person or entity that submits a bid or proposal or otherwise proposes to enter into or renew a contract must complete the certification below to attest, under penalty of perjury, that neither the person or entity, nor any of its parents, subsidiaries, or affiliates, is identified on the

Department of Treasury's Chapter 25 list as a person or entity engaging in investment activities in Iran. The

Chapter 25 list is found on the Division's website at www.state.nj.us/treasury/purchase/pdf/Chapter25List.pdf. Bidders must review this list prior to completing the below certification. Failure to complete the certification may render a bidder's proposal non- responsive.

If the Director finds a person or entity to be in violation of law, s/he shall take action as may be appropriate and provided by law, rule or contract, including but not limited to, imposing sanctions, seeking compliance, recovering damages, declaring the party in default and seeking debarment or suspension of the party.

CHECK THE APPROPRIATE BOX:

I certify, pursuant to Public Law 2021, c. 4, that neither the bidder listed above nor any of the bidder's parents, subsidiaries, or affiliates is listed on the N.J. Department of the Treasury’s list of entities determined to be engaged in prohibited activities in Iran pursuant to P.L. 2021, c. 4

("Chapter 25 List"). I further certify that I am the person listed above, or I am an officer or representative of the entity listed above and am authorized to make this certification on its behalf.

I will skip Part 2 and sign and complete the Certification below.

OR

I am unable to certify as above because the bidder and/or one or more of its parents, subsidiaries, or affiliates is listed on the Department's Chapter 25 list. I will provide a detailed, accurate and precise description of the activities in Part 2 below sign and complete the Certification below.

Failure to provide such will result in the proposal being rendered as nonresponsive and appropriate penalties, fines and/or sanctions will be assessed as provided by law.

Part 2: Additional Information

PLEASE PROVIDE FURTHER INFORMATION RELATED TO INVESTMENT ACTIVITIES IN

IRAN. You must provide a detailed, accurate and precise description of the activities of the bidding person/entity, or one of its parents, subsidiaries or affiliates, engaging in the investment activates in Iran on additional sheets provided by you.

Part 3: Certification

I, being duly sworn upon my oath, hereby represent and state that the foregoing information and any attachments there to the best of my knowledge are true and complete. I attest that I am authorized to execute this certification on behalf of the above-referenced person or entity. I acknowledge that the City is relying on the information contained herein and thereby acknowledge that I am under a continuing obligation from the date of this certification through the completion of any contracts with the City to notify the City in writing of any changes to the answers of information contained herein. I acknowledge http://www.state.nj.us/treasury/purchase/pdf/Chapter25List.pdf that I am aware that it is a criminal offense to make a false statement or misrepresentation in this certification, and if I do so, I recognize that I am subject to criminal prosecution under the law and that it will also constitute a material breach of my agreement(s) with the City and that the City at its option may declare any contract(s) resulting from this certification void and unenforceable.

Full Name (Print): Title:

Signature: Date:

PHILIP D. MURPHY

Governor

State of New Jersey

DEPARTMENT OF THE TREASURY

DIVISION OF PURCHASE AND PROPERTY

OFFICE OF THE DIRECTOR

33 WEST STATE STREET

P. O. BOX 039

TRENTON, NEW JERSEY 08625-0039

ELIZABETH MAHER MUOIO

State Treasurer

TAHESHA L. WAY

Lt. Governor

AMY F. DAVIS

Acting Director https://www.njstart.gov

Telephone (609) 292-4886 / Facsimile (609) 984-2575

The following list represents entities determined, based on credible information available to the public, to be engaged in prohibited activities in Iran pursuant to P.L. 2012, c. 25 (“Chapter 25”):

1. AK Makina Ltd.

2. Amona

3. Bank Markazi Iran (Central Bank of Iran)

4. Bank Mellat

5. Bank Melli Iran

6. Bank Saderat PLC

7. Bank Sepah

8. Bank Tejarat

9. China International United Petroleum & Chemicals Co., Ltd. (Unipec)

10. China National Offshore Oil Corporation (CNOOC)

11. China National Petroleum Corporation (CNPC)

12. China National United Oil Corporation (ChinaOil)

13. China Oilfield Services Limited

14. China Petroleum & Chemical Corporation (Sinopec)

15. China Precision Machinery Import-Export Corp. (CPMIEC)

16. Indian Oil Corporation

17. Kingdream PLC

18. Naftiran Intertrade Company (NICO)

19. National Iranian Tanker Company (NITC)

20. Oil and Natural Gas Corporation (ONGC)

21. Oil India Limited

22. Persia International Bank

23. Petroleos de Venezuela (PDVSA Petróleo, SA)

24. PetroChina Company, Ltd.

25. Sameh Afzar Tajak Co. (SATCO)

26. Shandong Fin Cnc Machine Company, Ltd.

27. Sinohydro Co., Ltd.

28. SK Energy Co. Ltd.

29. SKS Ventures

30. Som Petrol AS

31. Zhuhai Zhenrong Company

List Date: January 1, 2024

PAY TO PLAY ADVISORY

Disclosure Requirement

P.L. 2005, Chapter 271, Section 3 Reporting

(N.J.S.A. 19:44A – 20.27)

Any business entity that has received $50,000 or more in contracts from government entities in a calendar year will be required to file an annual disclosure report with ELEC.

The report will include certain contributions and contract information for the current calendar year.

At a minimum, a list of all business entities that file an annual disclosure report will be listed on ELEC’s website at www.elec.state.nj.us.

If you have any questions please contact ELEC at:

1-888-313-ELEC (toll free in NJ) or 609-292-8700

An analyst from ELEC’s Special Programs Section will assist you.

Initials http://www.elec.state.nj.us/

STATEMENT OF OWNERSHIP DISCLOSURE

N.J.S.A. 52:25-24.2 (P.L. 1977, c.33, as amended by P.L. 2016, c.43)

This statement shall be completed, certified to, and included with all bid and proposal submissions. Failure to submit the required information is cause for automatic rejection of the bid or proposal.

Name of Organization:

Organization Address:

Part I Check the box that represents the type of business organization:

Sole Proprietorship (skip Parts II and III, execute certification in Part IV)

Non-Profit Corporation (skip Parts II and III, execute certification in Part IV)

For-Profit Corporation (any type) Limited Liability Company (LLC)

Partnership Limited Partnership Limited Liability Partnership (LLP)

Other (be specific):

Part II

The list below contains the names and addresses of all stockholders in the corporation who own 10 percent or more of its stock, of any class, or of all individual partners in the partnership who own a 10 percent or greater interest therein, or of all members in the limited liability company who own a 10 percent or greater interest therein, as the case may be. (COMPLETE

THE LIST BELOW IN THIS SECTION)

OR

No one stockholder in the corporation owns 10 percent or more of its stock, of any class, or no individual partner in the partnership owns a 10 percent or greater interest therein, or no member in the limited liability company owns a 10 percent or greater interest therein, as the case may be. (SKIP TO PART IV)

(Please attach additional sheets if more space is needed):

Name of Individual or Business Entity Address

Part III DISCLOSURE OF 10% OR GREATER OWNERSHIP IN THE STOCKHOLDERS, PARTNERS

OR LLC MEMBERS LISTED IN PART II

If a bidder has a direct or indirect parent entity which is publicly traded, and any person holds a 10 percent or greater beneficial interest in the publicly traded parent entity as of the last annual federal Security and Exchange Commission (SEC) or foreign equivalent filing, ownership disclosure can be met by providing links to the website(s) containing the last annual filing(s) with the federal Securities and Exchange Commission (or foreign equivalent) that contain the name and address of each person holding a 10% or greater beneficial interest in the publicly traded parent entity, along with the relevant page numbers of the filing(s) that contain the information on each such person. Attach additional sheets if more space is needed.

Website (URL) containing the last annual SEC (or foreign equivalent) filing Page #’s

Please list the names and addresses of each stockholder, partner or member owning a 10 percent or greater interest in any corresponding corporation, partnership and/or limited liability company (LLC) listed in Part II other than for any publicly traded parent entities referenced above. The disclosure shall be continued until names and addresses of every noncorporate stockholder, and individual partner, and member exceeding the 10 percent ownership criteria established pursuant to N.J.S.A. 52:25-24.2 has been listed. Attach additional sheets if more space is needed.

Stockholder/Partner/Member and Corresponding Entity Listed in Part II

Address

Part IV Certification

I, being duly sworn upon my oath, hereby represent that the foregoing information and any attachments thereto to the best of my knowledge are true and complete. I acknowledge: that I am authorized to execute this certification on behalf of the bidder/proposer; that the City is relying on the information contained herein and that I am under a continuing obligation from the date of this certification through the completion of any contracts with City to notify the City in writing of any changes to the information contained herein; that I am aware that it is a criminal offense to make a false statement or misrepresentation in this certification, and if I do so, I am subject to criminal prosecution under the law and that it will constitute a material breach of my agreement(s) with the, permitting the City to declare any contract(s) resulting from this certification void and unenforceable.

Full Name (Print):

Title:

Signature:

Date:

Experience & Qualifications Questionnaire

This questionnaire must be filled out and submitted as a part of the Proposal. Failure to complete this form or to provide any of the requested information will be grounds for the rejection of the bid proposal. If additional space is required, the respondent shall add additional sheets, which identify the question being answered.

Number of years in business under present name & address:

If less than 5 years, list previous names and address:

Within the last 5 years has the business or any officer/partner failed to complete a contract awarded to them: . If yes, provide the details in on a separate page.

Have any liens and lawsuits been filed against the company in the past 5 years:

If yes, please provide details:

List similar services you are now providing for which you have signed contract, but not yet started work:

List all major subcontractors to be used to complete the service and the area of their responsibility:

Please provide at least 3 references below:

Name: Phone:

Address:

Equipment/Service Provided:

Contract Amount:

Americans with Disabilities Act of 1990

The CONTRACTOR and the OWNER do hereby agree that the provisions of Title 11 of the Americans With Disabilities Act of

1990 (the "ACT") (42 U.S.C~ S12101 et seq.), which prohibits discrimination on the basis of disability by public entities in all services, programs, and activities provided or made available by public entities, and the rules and regulations promulgated pursuant thereunto, are made a part of this contract. In providing any act benefit, or service on behalf of the OWNER pursuant to this contract, the CONTRACTOR agrees that the performance shall be in strict compliance with the Act. In the event that the

Contractor, its agents, servants, employees, or subcontractors violate or are alleged to have violated the Act during the performance of this contract, the CONTRACTOR shall defend the OWNER in any action or administrative proceeding commenced pursuant to this Act. The Contractor shall indemnify, protect, and save harmless the OWNER, its agents, servants, and employees from and against any and all suits, claims, losses, demands, or damages, of whatever kind or nature arising out of or claimed to arise out of the alleged violation. The CONTRACTOR shall, at its own expense, appear, defend, and pay any and all charges for legal services and any and all costs and other expenses arising from such action or administrative proceeding or incurred in connection therewith. In any and all complaints brought pursuant to the OWNER grievance procedure, the

CONTRACTOR agrees to abide by any decision of the OWNER which is rendered pursuant to said grievance procedure. If any action or administrative proceeding results in an award of damages against the OWNER or if the OWNER must any expense to cure a violation of the ADA which has been brought pursuant to its grievance procedure, the CONTRACTOR shall satisfy and discharge the same at its OWN expense.

The OWNER shall, as soon as practicable after a claim has been made against it, give written notice thereof to the

CONTRACTOR along with frill and complete particulars of the claim. if any action or administrative proceedings is brought against the OWNER or any of its agents, servants, and employees, the OWNER shall expeditiously forward or have forwarded to the CONTRACTOR every demand, complaint, notice, summons, pleading, or other process received by the OWNER or its representatives.

It is expressly agreed and understood that any approval by the OWNER of the services provided by the CONTRACTOR pursuant to this contract will not relieve the CONTRACTOR of the obligation to comply with the Act and to defend, indemnify, protect, and save harmless the OWNER pursuant to this paragraph.

It is further agreed and understood that the OWNER assumes no obligation to indemnify or save harmless the CONTRACTOR, its agents, servants, employees and subcontractors for any claim which may arise out of their performance of this Agreement.

Furthermore, the CONTRACTOR expressly understands and agrees that the provisions of this indemnification clause shall in no way limit the CONTRACTOR'S obligations assumed in this Agreement, nor shall they be construed to relieve the

CONTRACTOR from any liability, nor preclude the OWNER from taking any other actions available to it under any other provisions of the Agreement or otherwise at law.

Furthermore, the contractor expressly understands and agrees that the provisions of this indemnification clause shall in no way limit the contractor’s obligations assumed in this Agreement, nor shall they be construed to relieve the contractor from any liability, nor preclude the owner from taking any other actions available to it under any other provisions of the Agreement or otherwise at law.

Business Name (Print):

Representative’s Name (Print): Representative’s

Title:

Representative’s Signature:

Phone: Date: