PR Study Payroll RFI FY24 06_03_2024.pdf

REQUEST FOR INFORMATION

Payroll and Timekeeping Services

Notice Number: AGS06‐24

Issue Date: June 4, 2024

Response Due Date: July 8, 2024, by 10:00 AM Eastern Time

E‐mail: Correspond directly with Angela Shillings (shillingsag@ornl.gov). Questions submitted by a method other than email will not be accepted or answered. Please ensure that your email response has “AGS06‐24” in the subject line.

Issued by: This Request for Information (RFI) is being issued by UT‐Battelle, management and operating contractor of the Oak Ridge National Laboratory (ORNL) for the US Dept. of Energy (DOE).

Background: ORNL is a multi‐program science and technology laboratory managed for the DOE by UT‐Battelle, LLC. Scientists and engineers at ORNL conduct basic and applied research and development to create scientific knowledge and technological solutions that strengthen the nation's leadership in key areas of science; increase the availability of clean, abundant energy; restore and protect the environment; and contribute to national security. UT‐Battelle executes weekly and monthly timekeeping and payroll processes to ensure timely and accurate payment of wages and salaries to approximately 6800 employees. As a prime contractor to DOE, UT‐Battelle must comply with our prime contract; our bargaining unit contracts which include agreements with the Atomic Trades and Labor Council (ATLC – member of AFL‐CIO); and the International Guards Union of America Local No. 3 (IGUA) and applicable state and federal wage regulations, such as the Fair Labor Standards Act (FLSA) and Davis‐Bacon and Related Acts. We currently self‐perform all timekeeping and payroll functions. In an effort to reduce costs and better serve our employees, UT‐Battelle is considering a turnkey subcontract for timekeeping and payroll services.

Timekeeping and related absence and attendance control functions are performed using internally developed systems. Payroll functions are performed using the SAP enterprise business software. In general, we perform the following timekeeping, payroll, and related activities:

Daily time entry by all employees of time worked and absences

Weekly time system review and closeout

Establish and maintain direct deposit and payroll deductions

Form W‐4 audit and input for new and existing employees

Evaluate and determine federal tax treatment for foreign national employees

Evaluate and determine state tax treatment for employee off‐site assignments

Maintain internal and external customer service interface to interact with current and former employees

Payroll pre‐checks and reviews prior to running payroll

For employees that are not exempt from requirements of the FLSA, weekly payrolls for hourly bargaining unit and weekly salaried employees to produce paper checks and Automated Clearing House (ACH) files for direct deposit

For employees that are exempt from requirements of the FLSA, monthly payrolls for monthly salaried employees to produce ACH files for direct deposit

Other payroll runs: Off‐Cycle (paper checks), former employee (paper checks), and severance (paper checks and ACH files)

Labor (effort) cost files for general ledger and cost accounting

Facilitates off site assignments to foreign countries as required.

Federal and state tax deposits and returns‐approximately 35 states

Worker compensation reporting to state‐multiple states

Form W‐2 preparation and reporting.

Cyber Security and Privacy Requirements:

1. All ORNL information/data must be protected in accordance with Federal Information

Processing Standards (FIPS) 199 and 200 for Moderate information at all times regardless of the physical location of the information during storage, transporting, and processing.

2. Audits and Assessments – Company and Government and or Federal Office of the Inspector General personnel retain the right, in this Agreement and sub‐tier Agreements, to perform compliance audits of the Seller’s or Seller’s sub‐tier facilities, management practices, and operations in the handling of ORNL information.

3. Data Interconnections with the Company – Any intended persistent interconnection with the Company must first have an approved Memorandum of Understanding (MOU) and approved Interconnection Security Agreement (ISA).

4. IT Special Provision Clause – Seller will be required to complete the IT Special Provision Clause located at https://contracts.ornl.gov/special‐articles‐and‐forms/, which will be included in any formal request for proposal/subcontract.

5. Regulatory Requirements for Protecting Data – All ORNL data subject to regulatory compliance (such as, but not limited to, Personally Identifiable Information (PII), Personal Health Information (PHI), Payment Card Industry (PCI), and Health Insurance Portability and Accountability Act (HIPAA) must be protected at a level sufficient to meet the Company’s Cyber Security requirements and all applicable Federal, State, and Local regulatory requirements.

6. The Seller must share with ORNL sufficient details of a risk assessment, security plan, and/or external assessment report for their services to assure that the services are managed at a level of security equivalent to that secured by using the recommended moderate level controls described in NIST publication 800‐171.

7. The Seller must report a security incident or suspected loss of ORNL's data within 24 hours of a confirmed loss of control.

Cyber Security and Privacy Narrative:

The ORNL payroll information must be protected in accordance with Federal Information Processing Standards (FIPS) 199 and 200 for Moderate information at all times regardless of the physical location of the information during storage, transporting, and processing. Regulatory Requirements for Protecting Data. All ORNL data subject to regulatory compliance (such as, but not limited to, Personally Identifiable Information (PII), Personal Health Information (PHI), Payment Card Industry (PCI), and Health Insurance Portability and Accountability Act (HIPAA) must be protected at a level sufficient to meet the Company’s

Cyber Security requirements and all applicable Federal, State, and Local regulatory requirements. The Seller must share with ORNL sufficient details of a risk assessment, security plan, and/or external assessment report for their services to assure that the services are managed at a level of security equivalent to that secured by using the recommended moderate level controls described in NIST publication 800‐171. The Seller must report a security incident or suspected loss of ORNL's data within 24 hours of a confirmed loss of control.

RFI Purpose:

This RFI is a market survey to identify potential sources that are capable of providing a turnkey solution for timekeeping and payroll services that meets the following objectives:

1. Provides the following services:

a. Timekeeping and related absence and attendance reporting

b. Inputs, processing, and outputs and reporting for all payrolls

c. Federal and state tax deposits and reporting

2. Provides a comprehensive and responsive employee interface for payroll questions and changes

3. Ensures compliance with Company timekeeping and payroll policies, our prime contract with

DOE, our bargaining unit contract with the ATLC, and applicable state and federal regulations

4. Maintains a high level of customer satisfaction for pay recipients and UT‐Battelle management

5. Demonstrates a positive Return on Investment

6. Provides recommendations on payroll policies and prompt notice of any changes in applicable laws and regulations.

Responses Due: All responses will be electronic format and emailed to shillingsag@ornl.gov. All responses must be received no later than July 8, 2024, 10:00 am, Eastern Time.

Responses to this RFI must address the following:

1. The name, title, e‐mail address and phone number for your point(s) of contact

2. Your firm’s capability to meet the stated objectives

3. Your firm’s past performance in meeting the stated objectives, particularly with federal government customers

4. A list of references, including: Company Name, Contact Name, Contact’s phone number and email address

5. The pricing model that you employ

6. Additional benefits and/or services your firm provides in the area of timekeeping and payroll services.

Disclaimer This RFI neither constitutes a solicitation, Request for Proposal (RFP), Invitation for Bid, or promise to issue an RFP in the future, nor does it restrict UT‐Battelle to an ultimate acquisition approach. This RFI is issued solely for information and planning purposes and should not be construed as a commitment of any kind.

Best Regards, Angela Shillings Senior Procurement Officer Contracts Division UT‐Battelle, Management and Operating Contractor for Oak Ridge National Laboratory