Questions and Answers - USUN ORE Payroll Services.pdf

Questions and Answers

1. What date is ORE Payroll Services contract scheduled to start?

• The ORE payroll contract should commence on July 1, 2025, to ensure the payroll provider can setup necessary payroll accounts, obtain staff payroll information, allow USUN to fund the payroll accounts, and process payroll as soon as feasible.

2. What is the duration or period of performance for this contract (i.e.: base year with 4 option years)?

• As stated in line item 0001 1 year

3. Can Payroll Services be performed remotely at Contractor’s site?

• Yes this is expected

4. How will ORE employees submit weekly timesheets?

• Will employees use Contractor’s time tracking system? TBD

• Alternatively, will Contractor be required to integrate with ORE time tracking system? No

• Alternatively, will ORE email Contractor employee timesheets on a daily/weekly basis? The Contractor will receive the ORE timesheets from the Budget Analyst bi-weekly.

5. Will Ambassador employees use ORE’s Human Resources Information System (HRIS), or the Contractor’s HRIS to process payroll, tax compliance, and insurance forms (federal/state/local taxes/withholdings/New York State disability coverage)?

• Contractor is responsible for setting up all information on behalf of the Ambassadors, thus, utilizing their system to ensure requirements are fully met.

6. Does ORE Ambassador already have a New York State Workers' Compensation & Disability Insurance Policy for ORE employees they fund?

• No, the contractor will be required to obtain the appropriate policy and ensure compliance on behalf of the Ambassadors. USUN will fund the cost, but expects the contractor to provide this service.

7. Will ORE Ambassador provide Contractor a copy of the New York State Workers' Compensation & Disability Insurance Policy?

• The contractor is required to provide this service on behalf of the Ambassadors.

8. Is Contractor Payroll Services expected to be available during regular business hours (9:00am to 5:00pm / Monday-Friday), except federal holidays? Yes If not, what are the work hours (M-F) Payroll Services are required to be available for ORE employees?

9. Under Evaluation Factors it states, “Award will be made to the lowest priced, acceptable, responsible quoter.” Is there a "not-to-exceed" (NTE) budget cap for this contract? If so, what is the amount? This will determine if the Contractor is able to submit a competitive quote based on U.S. Mission to the United Nations (USUN) NTE budget.

• NTE is not submitted to quoters

10. On the SF 1449, the submittal date is listed as 6/25/2025 but on SAM it’s listed as 6/27/2025. Which is the correct submittal date?

• The submission date is 6/27/2025

11. Can you please clarify what type of employees USUN to looking to manage payroll processing for?

• That information will be disclosed to the awardee.

12. Can you please clarify if USUN is looking to payroll Domestic Help workers?

• These are household employees at official government residences.

13. What is the correct official U.S. Mission (USUN) title designation for each Ambassador’s household (e.g., “Office of the Ambassador - [Country A]”)?

• That information will be disclosed to the awardee

14. Does each title need to be treated as a separate employer entity? Yes

15. Do we need to obtain an Employer Identification Number (EIN) from the IRS for each Ambassador Official? Yes

16. Have any NY Tax IDs been applied for? No

17. Is the USUN able to provide a letter granting authorization to manage the bank accounts on the behalf of the Ambassador office? Yes

18. If employees are currently being paid, what payroll system is currently being used?

• There is a temporary solution that is currently being used until a new system is implemented by the contractor.

19. How is time or hours worked collected currently?

• Currently, manual entry is used to capture the ORE employees’ time and work hours.

20. Is there an accounting software or ERP that payroll financials need to be transmitted to for accounting?

• No

21. Will we have direct access to employees on payroll to gather required payroll documentation for onboarding and timekeeping for payroll processing? Yes

22. Would the below items be readily available to us:

Legal Business Name

Legal Business Address

SS4 (IRS form when the EIN number was assigned) or other Article of Incorporation.

• More information will be available to the awardee.

23. Will the USUN fund payroll in advance of each bi-weekly payroll?

• Yes, USUN will fund payroll in advance.

24. Should proof of NY workers' compensation and disability insurance be included with the proposal or only upon an award?

• This will be expected to obtain on behalf of the Ambassadors for the ORE staff.

25. Is there a preferred method of communication?

• Email

26. Will after hours support be required? No

27. It states we need to request funds payroll, can you confirm this requests will include cash paid for workers compensation & disability?

• USUN will fund payroll requirements for ORE staff.