EPPS70623_SOW.pdf

State Controller’s Office RFQ-ITS Number EPPS70623

Sample Agreement, Exhibit A

SCOPE OF WORK

A. Description of Services

The Contractor shall provide the State Controller's Office (SCO) Personnel and Payroll Services Division (PPSD) with user licenses, online access, and support for Payroll Tax Compliance Research, Software-as-a-Service (SaaS) online platform for payroll compliance research.

Agreement Term

The agreement term will be for one year with the options to amend to add funds and change the quantity of services as deemed necessary by SCO. The rates quoted in Sample Agreement, Exhibit B, Attachment 1, Cost Worksheet will not increase as a result of any amendment to this agreement. This agreement may be terminated by SCO with 30 days’ written notice to the Contractor.

The Contractor is cautioned that no services will begin until the Agreement has been fully executed. If services are performed prior to agreement approval, and the Agreement for any reason is not approved, all previous services performed by the Contractor is considered donated to SCO and no payment shall be made for that work.

Agreement Amount

The Contractor and SCO Representative listed in Sample Agreement Exhibit A, Section D. Contacts, Item 1 are responsible for monitoring the Agreement cost to ensure it does not exceed the maximum amount of the Agreement without an executed amendment.

B. Contractor Responsibilities

1. The Contractor shall provide:

a. Six designated user licenses with unlimited, online access to, but not limited to, the following features:

1) Federal, state, local, and international tax email updates.

2) Access to:

a) Newly released payroll news articles covering federal, state, local, multi-state taxation and withholding, and international payroll developments and payroll compliance.

b) Publications for state statutes, regulations, federal and state court tax opinions and decisions.

c) Proposed tax legislation of federal, state, and local requirements regarding payroll taxes.

d) Federal and state laws, regulations, announcements, bulletins, and other sources.

e) Publications and current legislation on non-resident alien categories, income tax withholding rules, withholding exemptions, visa classifications, tax treaties, and withholding exemption forms.

f) Comprehensive analysis of federal, state, and local requirements regarding payroll taxes, federal and multi-state taxation and withholding for remote workers, wage and hour laws, and all other payroll compliance components.

g) Expert analysis providing concise answers to questions faced by payroll professionals.

h) Webinars ranging over topics, such as W-2, payroll year-end processing, and current legislation.

i) Portable Document Format (PDF) summary of new payroll changes at the state fiscal year-end.

j) Information regarding audits enforcement, records retention, and audit compliance.

3) Ability to look up Internal Revenue Codes, bulletins, tax court decisions, tax treaties, and United States (U.S.) Treasury regulations.

4) State chart builder for income tax withholding, multi-state taxation and withholding, and fringe benefits.

5) Search feature and custom research access.

6) Fillable and editable tool for Forms 941 (Employer's Quarterly Federal Tax Return), 941-X (Adjusted Employer’s Quarterly Federal Tax Return or Claim for Refund), 941 Schedule B (Report of Tax Liability for Semiweekly Schedule Depositors).

7) If necessary, support shall be performed during normal business hours, Monday through Friday, 8:00 a.m. to 5:00 p.m. Pacific Time (PT), excluding weekends and State holidays. State observed holidays may be found at http://www.calhr.ca.gov/employees/pages/state-holidays.aspx. Software updates, if applicable, shall be performed at Contractor’s discretion.

C. SCO Responsibilities

1. SCO shall provide:

a. Contact information of applicable SCO PPSD staff.

b. Additional details upon request.

c. Administer the team account and user access.

D. Contacts

1. Direct all service inquiries to:

State Controller’s Office –

Payroll Services Division (PPSD)

(TBD)

Contractor

(TBD)

Name: Name:

Address: Address:

Phone: Phone:

E-mail: E-mail:

2. Direct all agreement inquiries to:

State Controller’s Office –

Contracts & Procurement Office

(TBD)

Contractor

(TBD)

Name: Name:

Address: Address:

Phone: Phone:

E-mail: E-mail:

3. Contacts may be changed upon written notice to either party without an agreement amendment.

Sample Agreement, Exhibit B

BUDGET DETAIL AND PAYMENT PROVISIONS

A. Invoicing and Payment

1. For services satisfactorily rendered, and upon receipt and approval of the invoices, SCO agrees to compensate the Contractor for actual expenditures incurred in accordance with the rates specified in Exhibit B, Attachment 1, Cost Worksheet.

2. Itemized invoices shall be submitted on Contractor’s letterhead, not more frequently than annually and include at a minimum:

Agreement Number PPS70623 Dates of Service Description of Service Provided

If submitting electronically, send one PDF copy to: ADMAP@sco.ca.gov.

If invoices cannot be submitted electronically, please mail one copy to:

State Controller's Office

Departmental Accounting Office P.O. Box 942850

Sacramento, CA 94250-5877

Direct invoice inquiries to: ADMAP@sco.ca.gov.

B. Budget Contingency Clause

1. It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this agreement does not appropriate sufficient funds for the program, this agreement shall be of no further force and effect. In this event, SCO shall have no liability to pay any funds whatsoever to Contractor or to furnish any other considerations under this agreement and Contractor shall not be obligated to perform any provisions of this agreement.

2. If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this program, SCO shall have the option to either cancel this agreement with no liability occurring to SCO or offer an agreement amendment to Contractor to reflect the reduced amount.

C. Prompt Payment Clause

1. Payment will be made in accordance with, and within the time specified in, Government Code (GC) Chapter 4.5, commencing with Section 927 et seq.

Sample Agreement, Exhibit B, Attachment 1

COST WORKSHEET

Attachment 11, Cost Worksheet to be inserted upon Agreement award.

Sample Agreement, Exhibit C

GENERAL PROVISIONS – INFORMATION TECHNOLOGY – CLOUD

COMPUTING – SOFTWARE as a SERVICE (SaaS)

General Provisions – Information Technology – Cloud Computing – Software as a Service (SaaS) DGS PD 401IT Cloud Computing SaaS (Rev. 6/21/2022) shall be incorporated by reference only and made part of the Agreement as if attached hereto.

General Provisions – Information Technology – Cloud Computing – Software as a Service (SaaS) DGS PD 401IT Cloud Computing SaaS (Rev. 6/21/2022) may be accessed at: https://www.dgs.ca.gov/- /media/Divisions/PD/PTCS/OPPL/Model- Language/CloudComputing_SaaSGeneralProvisions062122.pdf?la=en&hash=7B3D8F241D1486B9CA44AAE 0932AA21BBBE19D74. If you do not have internet, a hard copy may be provided.