3-WSRCA HR Payroll Benefits Brokerage Services PROPOSAL SUBMISSION PACKET 10.16.26.docx

PROPOSAL SUBMISSION PACKET

REQUEST FOR QUALIFICATIONS (RFQ) 320-15-2604

HUMAN RESOURCES-PAYROLL & BENEFITS BROKERAGE SERVICES

DUE DATE: FRIDAY, OCTOBER 16 , 2026, 11:00 PM CST

SOLICITATION LINKS:

https://workforcesolutionsrca.com/procurement https://workforcesolutionsrca.bonfirehub.com/ https://www.txsmartbuy.gov/esbd

Workforce Solutions Rural Capital Area is an Equal Opportunity Employer/Program Auxiliary Aids and Services are available upon request to individuals with disabilities.

Relay TX: 711 or 1-800-735-2988 (Voice) or 1-800-735-2989 (TDD)

TABLE OF CONTENTS

ATTACHMENT A – PROPOSAL RESPONSE CHECKLIST

ORDER OF SUBMISSION 320-15-2604

Proposer Name: Date of Submission:

(Yes/No) Page #

Proposer’s Cover Page

Table of Contents

Attachment A Proposal Response Checklist/Order of Submission

Attachment B Proposal Cover Form

Attachment C Proposer Certification – Signature Authority

Attachment D Executive Summary

Attachment E Scope of Work Proposal Response

Attachment F References Form

Organizational Chart(s)

Job Descriptions of Key Staff

Resumes Key Staff

Sub-Agreements (partnerships, consortiums etc.), if applicable

Certification of VetHUB (if applicable)

Add additional documents to this line, if needed

Attachment G Certification Regarding Lobbying

Attachment H Certification Regarding Debarment

Attachment I Certification Regarding Drug-Free Workplace

Attachment J Certification Regarding Texas Corporate Franchise

Attachment K Certification Regarding Conflict of Interest

Attachment L Certification of State Assessment

Attachment M Certification of Compliance TX Family Code 231.006

Attachment N Non-Discrimination Certification

Attachment O TWC Undocumented Worker Certification

Attachment P Texas Sales And Use Tax

WSRCA Public

WSRCA Public

ATTACHMENT B – PROPOSAL COVER FORM

Human Resources-Payroll-Benefit Brokerage Services 320-15-2604

Legal Name of Proposing Entity

Mailing Address

Authorized Contact/ Signatory Authority

Phone Number

Fax Number

E-Mail

· Private non-profit

· Government Agency

· Partnership

· Sole Proprietor/Entity

· Other (specify)

Federal EIN

Texas State Comptroller ID Number

Firm License Number and State

· No

Proposal Authorization I, the undersigned, hereby certify and warrant that I am fully authorized to submit this proposal on behalf of the organization represented and to legally bind the organization to all the terms, performances, and provisions as herein set forth.

Submitting a proposal for:

Human Resources-Payroll-Benefits Brokerage Services

Typed Name & Title of Authorized Signatory

Signature

Date

ATTACHMENT C - PROPOSER CERTIFICATION-SIGNATURE AUTHORITY

I hereby certify that the information contained in this proposal and any attachments is true and correct and may be viewed as an accurate representation of proposed services to be provided and the administrative, management and financial systems of this organization. I certify that no employee of Workforce Solutions Rural Capital Area has assisted in the preparation of this proposal.

I acknowledge that I have read and understood the requirements and provisions of the Solicitation and that the organization will comply with applicable local, state, and federal regulations and directives in the implementation of the program. I certify that I have read and understand EXHIBIT A. Governing Provisions and Limitations (Section 2.23) and EXHIBIT B. Administrative Requirements and Other Limitations (Section 2.24) presented in this SOLICITATION and will comply with the terms.

This proposal is a firm offer for a minimum of 120 days.

entity named as Respondent herein and that I am authorized to sign this proposal and submit it to the Workforce Solutions Rural Capital Area Workforce Board on behalf of said organization by authority of its governing body.

(Signature)

(Address)

(Phone)

Subscribed and sworn to before me this day of

, 2026 , at __________________, ________________ County, State of _____________.

Notary Public in and for County, _____________.

SEAL

ATTACHMENT D - EXECUTIVE SUMMARY

Prepare a brief (1-2) page highlighting the proposer’s organization history, qualifications and experience in providing Human Resources-Payroll-Benefits Brokerage Services and the plan to deliver the services as requested in Part 3. Scope of Work.

ATTACHMENT E – SCOPE OF WORK PROPOSAL RESPONSE

PROPOSER NAME: DATE SUBMITTED:

A. Demonstrated Capabilities & Qualifications (30 points)

1. Describe your organization’s history and structure, including date established.

2. Describe how your team is organized to deliver the services described in Part 3 Scope of Work.

3. Describe the key personnel assigned to this project. Describe their qualifications, licenses, areas of expertise, and number years’ experience of each, advanced designations, and Texas Department of Insurance license number that will participate in this project.

4. Describe any relevant awards or recognition your organization has received.

5. Disclose any litigation or regulatory actions against your firm in the last 5 years.

6. Disclose and describe all publicly recorded legal actions stemming from performance of professional responsibilities in which the firm/broker assigned to this project have been named.

7. Describe the outcome of all actions or declare the status if litigation is pending.

8. Include an organizational chart and resumes of key team members.

Place in order as listed in Attachment A Proposal Response Checklist.

9. Describe experience as it relates to 3.5 Compliance and Regulatory Requirements in the Scope of Work.

10. Complete Attachment F References Form providing at least three (3) for similar projects and success rates.

B. Demonstrated Experience Similar Projects (15 points)

1. Describe examples of contracts with similar scope and complexity (multi-service, HR/payroll/benefits support, within the last 3 years and what were the results.

2. Describe how have you managed benefits brokerage and market research for clients like WSRCA.

3. Describe your approach to soliciting quotes and your recommendation process.

4. Describe how you assess risk and design employee benefits that align with client goals.

5. Describe your experience with ACA, ERISA, HIPAA, and COBRA compliance support.

6. Describe how you support clients with insurance policy reviews, audits, and renewals?

C. Ease of Implementation (15 points)

1. Describe a high-level implementation plan and timeline from award to go-live.

2. Describe the key phases and milestones for onboarding WSRCA.

3. Describe how will you manage data migration, employee communications, and system training?

4. Describe the project management tools and resources you will use.

5. Describe the common challenges you’ve encountered in transitions, and how you mitigate them.

D. Integration and Scalability (15 Points)

1. Describe the platforms or systems your solution integrates with (e.g., ADP, Paycom, Paychex, Oracle, Workday).

2. Describe how you ensure compatibility with third-party tools like HRIS, LMS, time-tracking systems.

3. Describe how your platform can support growth in employee headcount, geographic expansion, or added service modules.

4. Describe how your services can be configured or scaled up/down over time.

E. Cost Competitiveness (25 Points)

1. Budget Narrative - Provide a budget narrative below addressing the following and one that supports the Excel Budget.

a. Describe the overall proposed cost.

b. Describe any volume-based discounts or bundling options.

c. Describe the services that are included in the base price versus add-on fees.

d. Describe any proposed cost-saving strategies that benefit WSRCA without compromising compliance or coverage.

2. Excel Budget – Create a budget in Excel, upload as a separate document. The budget must address the following.

a. Properly label the Excel budget with Proposers full legal name.

b. Create tabs to address the budget as applicable.

c. Provide a complete pricing structure, including all applicable fees (monthly/annual, per employee, setup costs, software licensing, etc.).

d. Provide the proposed total costs for each phase that supports your proposal.

e. Provide salary/hourly rate of assigned staff.

f. The budget must detail all costs to support your proposal.

g. Provide a tab for the proposed costs for years 2-4 using the inflationary factor/rate, pricing for each applicable contract year, 2-5, including any anticipated annual cost increases.

h. Pricing proposed for each contract year shall remain firm for that respective year of the contract.

i. Any proposed increases in pricing for renewal periods must be clearly identified and included in the Respondent’s original proposal.

j. Costs not identified in the original proposal shall not be considered or approved later during the contract term.

k. Respondents are encouraged to carefully consider all anticipated costs when developing their proposals, as pricing adjustments for costs not included in the original proposal may not be approved during the contract term.

Texas VetHUB Certification / Bonus (5 bonus points)

1. A proposer will receive five bonus points if it holds an active Veteran Heroes United in Business (VetHUB) certification issued by the Texas Comptroller of Public Accounts as of the proposal deadline.

2. To request these points, include a copy of the current VetHUB certificate in the Proposal Submission Packet. WSRCA may verify certification in the Comptroller’s VetHUB Directory.

3. A proposer that does not request or qualify for these bonus points remains eligible for evaluation if its proposal otherwise meets the RFQ’s responsiveness requirements.

4. Copy of VET/HUB Certification must be attached in accordance with Attachment A Response Checklist.

ATTACHMENT F - REFERENCES FORM

Please provide at least three references to verify Human Resources-Payroll-Benefits Brokerage Services for verification purposes.

REFERENCE #1:

Company Name

Contact Name

Position of Contact Person

Address, City, State, Zip

Phone Number

E-•Mail Address

Types of Services Provided

Contract Term (To/From) Dates

REFERENCE #2:

Company Name

Contact Name

Position of Contact Person

Address, City, State, Zip

Phone Number

E-•Mail Address

Types of Services Provided

Contract Term (To/From) Dates

REFERENCE #3:

Company Name

Contact Name

Position of Contact Person

Address, City, State, Zip

Phone Number

E-•Mail Address

Types of Services Provided

Contract Term (To/From) Dates

REFERENCE #4:

Company Name

Contact Name

Position of Contact Person

Address, City, State, Zip

Phone Number

E-•Mail Address

Types of Services Provided

Contract Term (To/From) Dates

ATTACHMENT G – CERTIFICATION REGARDING LOBBYING

This certification is required by the Federal Regulations, implementing Section 1352 of the Program Fraud and Xi il Remedies Act, Title 31 U.S. Code, for the Department of Education (34 CFR part 82), Department of Health and Human Services (45 CFR part 93). Certification Regarding Lobbying Certification for Contracts, Grants, Loans and Cooperative Agreement The undersigned certifies, to the best of their knowledge and belief, that:

1. No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, or an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant local, or cooperative agreement.

2. If any funds other than Federal appropriated funds have paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the Federal contract, grant loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL. "Disclosure Form to Report Lobbying" in accordance with its instructions.

3. The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of the fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

Signature of Authorized Official Date

Typed Name and Title Name of Organization

ATTACHMENT H – CERTIFICATION REGARDING DEBARMENT

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION LOWER TIER-COVERED TRANSACTIONS

This certification is required by regulations implementing Executive Order 12549, Debarment and Suspension, 29CFR Part 98, Section 98.510 Participant’s responsibilities. The regulations were published as Part VII of the May 26, 1988 Federal Register (Pages 19160 19211).

The prospective recipient of Federal assistance funds certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in the transaction by Federal department or agency. Where the prospective recipient of Federal assistance funds is unable to certify any of the statements in this certification, such prospective participant shall attach an explanation to its proposal.

The undersigned proposer certifies that neither it nor its principals:

1. Are presently debarred, suspended, proposed for debarment, and declared ineligible or voluntarily excluded from participation in this transaction by any federal department or agency.

2. Have not within a three-year period preceding this contract been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, State or Local) transaction or contract under a public transaction, violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

3. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity with commission of any of the offenses enumerated in Paragraph (2) of this certification; and,

4. Have not within a three-year period preceding this contract had one or more public transactions terminated for cause or default.

5. Where the prospective recipient of federal assistance funds is unable to certify any of the statements in this certification, such prospective recipient shall attach an explanation to this certification.

Signature of Authorized Official Date

Name, Title Name of Organization

ATTACHMENT I – CERTIFICATION REGARDING DRUG-FREE WORKPLACE

This certification is required by the Federal Regulations, implementing Sections 5151-5160 of the Drug-Free Workplace Act, 41 U.S.C. 701; for the Department of Agriculture (7 CFR Part 3017), Department of Labor (29 CFR Part 98), Department of Education (34 CFR Parts 85, 668 and 682), and Department of Health and Human Services (45 CFR Part 76).

The undersigned contractor certifies that it shall provide a drug-free workplace by:

A. Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the Offeror's workplace and specifying the actions that will be taken against employees for violation of such prohibition.

B. Establishing a drug free awareness program to inform employees about:

1. The dangers of drug abuse in the workplace.

2. The Offeror's policy of maintaining a drug free workplace.

3. Any available drug counseling, rehabilitation, and employee assistance programs.

4. The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace.

C. Providing each employee with a copy of the Contractors policy statement.

D. Notifying the employee in the statement required by paragraph A that, as a condition of employment under the contract, the employee will:

1. Abide by the terms of the policy statement, and

2. Notify the employer of any criminal drug statutes conviction for a violation occurring in the workplace no later than five working days after such conviction.

E. Notifying the Workforce Solutions Rural Capital Area Board within 10 days of Contractors receipt of a notice of a conviction of an employee; and, F. Taking one of the following actions, within 30 days of receipt of notice under subparagraph D.2. with respect to any employee who is so convicted:

1. Taking appropriate personnel action against such an employee, up to and including termination; or

2. Requiring such employees to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purpose by Federal, State, or local health, law enforcement, or other appropriate agency.

OFFEROR STATEMENT OF COMPLIANCE WITH THE DRUG FREE WORKPLACE ACT OF 198

Offeror will provide a Drug Free Workplace in compliance with the Drug Free Workplace Act of 1988. The unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited on the Offeror's premises or any of its facilities. Any employee who violates this prohibition will be subject to disciplinary action up to and including termination. All employees, as a condition of employment, will comply with the policy.

These certifications are a material representation of the fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering this transaction.

Signature of Authorized Official Date

Typed Name and Title

Name of Organization

ATTACHMENT J – TEXAS CORPORATE FRANCHISE TAX CERTIFICATION

Pursuant to Article 2.45, Texas Business Corporation Act, State agencies may not award grants to for profit corporations that are delinquent in making state franchise tax payments. The following certification that the corporation entering this grant award is current in its franchise taxes, must be signed by the individual authorized on Form 2031, Corporate Board of Directors Resolutions, to sign the grant award for the corporation.

The undersigned authorized representative of the corporation certifies that the following indicated statement is true and correct and that the undersigned understands making a false statement is a material breach of the grant award and is grounds for grant cancellation.

Indicate the certification that applies:

The Corporation is a for-profit corporation and certifies that it is not delinquent in its franchise tax payments to the State of Texas.

The Corporation is a non-profit corporation or is otherwise not subject to payment of franchise taxes to the State of Texas.

Signature of Authorized Official Date

ATTACHMENT K – CERTIFICATION REGARDING CONFLICT OF INTEREST

By signature of this proposal, Proposer covenants and affirms that:

1. No manager, employee or paid consultant of the Proposer is a member of the Board, the Chief Executive Officer, or an employee of Workforce Solutions Rural Capital Area.

2. No manager or paid consultant of the Proposer is married to a member of the Board, the Chief Executive Officer, or an employee of Workforce Solutions Rural Capital Area.

3. No member of the Board, the Chief Executive Officer or employee of Workforce Solutions Rural Capital Area owns or controls more than a 10 percent interest in the Proposer.

4. No spouse or member of the Board, Chief Executive Officer or employee of Workforce Solutions Rural Capital Area is a manager or paid consultant of the Proposer.

5. No member of the Board, the Chief Executive Officer or employee of Workforce Solutions Rural Capital Area receives compensation from Proposer for lobbying activities as defined in Chapter 305 of the Texas Government Code.

6. Proposer has disclosed within the Proposal any interest, fact or circumstance which does or may present a potential conflict of interest.

7. Should Proposer fail to abide by the foregoing covenants and affirmations regarding conflict of interest, Proposer shall not be entitled to the recovery of any costs or expenses incurred in relation to any contract with Workforce Solutions and shall immediately refund to Workforce Solutions any fees or expenses that may have been paid under the contract and shall further be liable for any other costs incurred or damages sustained by Workforce Solutions relating to that contract.

Disclosure of Potential Conflict of Interest (Please Describe):

Signature of Authorized Official Date

Typed Name and Title Name of Organization

ATTACHMENT L – STATE ASSESSMENT CERTIFICATION

Offerors must certify that they are current in all Unemployment Insurance taxes, Payday and Child Labor Law monetary obligations, and Proprietary School fees and assessments payable to the State of Texas. Offerors must also certify that they have not outstanding Unemployment Insurance overpayment due to the State of Texas.

The undersigned authorized representative of the Offeror certifies that the following statements are true and correct and that the undersigned understands that making a false statement will prevent WSRCA from contracting with the organization.

The corporation certifies, by checking the boxes below, that:

It is current in Unemployment Insurance taxes, Payday and Child Labor Law monetary obligations, and Proprietary School fees and assessments payable to the State of Texas.

It has no outstanding Unemployment Insurance overpayment balance payable to the State of Texas.

Signature of Authorized Official Date

ATTACHMENT M – TEXAS FAMILY CODE PAYMENT OF CHILD SUPPORT

Pursuant to 231.006, Texas Family Code, a child support obligor who is more than 30 days delinquent in paying child support and a business entity in which the obligor is a sole proprietor, partner, shareholder, or owner with an ownership interest of at least 25 percent is not eligible to receive payments from state funds under a contract to provider property, materials or services.

The undersigned authorized representative of the respondent hereby certifies that the individual or business entity named in the proposal is not ineligible to receive payments based on Texas Family Code 231.006 and acknowledges that a contract may be terminated, and payment may be withheld if this certification is not true and accurate.

Signature of Authorized Official Date

ATTACHMENT N – NON-DISCRIMINATION & EQUAL OPPORTUNITY

As a condition for the award of financial assistance from the Department of Labor (DOL) under Title I of the Workforce Innovation and Opportunity Act (WIOA), the bidder assures us that it will comply fully with the nondiscrimination and equal opportunity provisions of the following laws:

Section 188 prohibits discrimination against all individuals in the United States on the basis of race, color, religion, sex, national origin, age, disability, political affiliation or belief, and against beneficiaries on the basis of either citizenship/status as a lawfully admitted immigrant authorized to work in the United States or participation in any WIOA Title I—financially assisted program or activity.

Title VI of the Civil Rights Act of 1964, as amended, which prohibits discrimination on the bases of race, color, and national origin.

Section 504 of the Rehabilitation Act of 1973, as amended, prohibits discrimination against qualified individuals with disabilities.

The Age Discrimination Act of 1975, as amended, which prohibits discrimination on the basis of age; and

Title IX of the Education Amendments of 1972, as amended, which prohibits discrimination on the basis of sex in educational programs.

The bidder also assures us that it will comply with 29 CFR part 38 and all other regulations implementing the laws listed above. This assurance applies to the bidder’s operation of the WIOA Title I‐‐‐financially assisted program or activity, and to all agreements the grant applicant makes to carry out the WIOA Title I‐‐‐financially assisted program or activity. The bidder understands that the United States has the right to seek judicial enforcement of this assurance.

Applicant’s signature below indicates organization is agreeing to comply fully with the assurance and certifications as part of its responsibilities as a successful contractor.

Signature of Authorized Official Date

Typed Name and Title Name of Organization

ATTACHMENT O – UNDOCUMENTED WORKER CERTIFICATION

Effective September 1, 2007, HB 1196 amended Subtitle F, Title 10, of the Texas Government Code to add Subsection 2264. Chapter 2264 directs public agencies, state or local taxing jurisdictions, and economic development corporations (public entities) to require that any business applying to receive public subsidies include in the application a statement certifying that the business, or branch, division or department of the business does not and will not knowingly employ an undocumented worker.

If a business grantee is found in violation of 8U.S.C. subsection 1324a(f), consistent with the requirements of Texas Government Code subsection 2264, Boards are permitted to bring a civil action to recover any amounts owed, as well as court costs and reasonable attorney’s fees.

Penalties incurred by business grantees shall be assessed damages at a rate of 20% of contract award. Said damages shall be made payable to WSRCA Capital Area within 120 days of receiving the notice of violation.

DEFINITION OF TERMS

Public Subsidy – is broadly defined Texas Government Code §2264.001 (3) as a public program or public benefit or assistance of any type that is designed to stimulate the economic development of a corporation, industry, or sector of the state’s economy or to create or retain jobs in Texas. The term includes, among other things, bonds, grants, loans, loan guarantees, benefits relating to an enterprise or empowerment zone, infrastructure development and improvements designed to principally benefit a single business or defined group of businesses, and matching funds. The Commission’s Office of General Counsel has found that HB 1196 does not apply to the acquisition of goods and services.

Undocumented Worker – is defined as an individual who, at the time of employment, is not lawfully admitted for permanent residence in the United States or is not authorized under law to be employed in that manner in the United States.

Certification - Contractor certifies that no undocumented workers will be employed during the execution of this contract. By the signature indicated below, the contractor verifies their understanding of the terms and conditions of this requirement.

Signature of Authorized Official Date

Typed Name and Title Name of Organization

ATTACHMENT P – TEXAS SALES AND USE TAX

Pursuant to §2155.004, Government Code, the Rural Capital Area Workforce Development Board, Inc. may not award a grant to any individual residing in this state or business entity not incorporated in, or whose principal domicile is not in this state, unless the individual or business entity:

· Holds a permit issued by the comptroller to collect or remit all state and local sales and use taxes that become due and owing because of the individual’s or entity’s business in this state; or

· Certifies that it does not sell tangible personal property or services that are subject to the state and local sales and use tax.

The undersigned authorized representative of the CONTRACTOR herein certifies that it (indicate which statement that applies to your business entity):

_______ Holds a permit issued by the comptroller to collect or remit all state and local sales and use taxes that become due and owing because of the individual’s or entity’s business in this state; or

_______ Does not sell tangible personal property or services that are subject to the state and local sales and use tax.

Signature of Authorized Official Date

Typed Name and Title Name of Organization image1.jpeg