RFP HR_AP_AR (1) (1).pdf

August 13, 2025

To: Invited Payroll and Human Resources Providers

Re: Birch Run Area Schools Payroll, Human Resources, Benefits Administration, and Leave Management Services

Birch Run Area School District is requesting proposals for payroll processing, human resources management, benefits administration, and leave administration services for its employees.

This RFP outlines the required services, minimum qualifications, proposal evaluation criteria, and submission instructions.

Birch Run Area School District is requesting a written proposal. Companies are encouraged to thoroughly detail the services they propose to provide so that a fair comparison can be made between companies. Attention should be given to documenting the items indicated in the Request for Proposal. A significant part of the initial screening of all proposals submitted will be based on the completeness and responsiveness of the written proposal that you submit.

Birch Run Area School District feels strongly that all potential vendors are to be provided fair treatment. To this end, all contact with them must be through the office of Diane Martindale, Superintendent of Birch Run Area

School District. All employees and staff have been notified that contact with vendors is to be kept to an absolute minimum during the proposal process. Any inappropriate or unauthorized contact with any employee or

Committee member associated with the Project will be noted and disclosed and may result in the disqualification of your proposal.

Proposals shall be clearly marked as follows:

Payroll and Human Resources Services

Attn: Diane Martindale, Superintendent dmartindale@birchrunschools.org

Birch Run Area School District

12450 Church St.

Suite #2

Birch Run, MI 48415

Proposals must be received by Wednesday, August 27, 2025 at 12:00 p.m. local time at the Office of the

Superintendent via mail or e-mail. Telephone and facsimile proposals will not be accepted.

mailto:dmartindale@birchrunschools.org

INTRODUCTION

The Committee will review the information collected in this Request for Proposal prior to scheduling an interview with the firms that are short-listed.

Preliminary screening will be based on the written proposal that is submitted. The committee reserves the right to reject any and all proposals and is not required to accept the lowest bid. Further, the committee reserves the right to accept any bid or part of any bid which it deems to be in the best interest of Birch

Run Area School District.

BACKGROUND

The District is a public school district operating under the Michigan Revised School Code and serves a diverse population of students and staff. It seeks to ensure that all payroll and HR-related services are compliant with state and federal law, collective bargaining agreements, and industry best practices.

PROPOSAL INSTRUCTIONS

The proposals submitted will be used by the Committee to assist in making the decision regarding the selection. It will be helpful if potential firms submit their information in a form that provides for an accurate comparison of all of the proposals submitted. It is presumed that most companies are familiar with submittals of this nature. It is desired that all uncertainties be resolved prior to the submission of the proposal. All firms must submit (1) electronic copy emailed to dmartindale@birchrunschools.org. The Owner will confirm that the electronic copy was received. All proposals must be complete and must be received by August 25th, 2025 by 12:00 p.m. local time. Phone Bids and Facsimile Proposals will not be accepted. Proposals should be submitted electronically only clearly identified as the “Payroll and Human Resources Proposal". Questions regarding this proposal can be submitted to Diane Martindale. Proposals are to be submitted in the format outlined in the following pages. Adherence to this format is mandatory and will provide for a timely review and comparison of RFP responses. RFP responses not received in this format may be removed for further consideration.

The selected provider shall be responsible for, but not limited to, the following areas:

PAYROLL & HUMAN RESOURCES SERVICES

Any additional services may be added upon mutual agreement on the scope of services and pricing.

Payroll Processing Services (Direct-hire employees only):

● Bi-Weekly Payroll Tasks

● Maintain and update employee deductions, benefits, direct deposit information, tax withholding entries, and TSA changes (403b/457)

● Import approved timesheets to the payroll system for processing

● Process bi-weekly payroll

● Submission of all payroll-related reports to the district for review and accounting purposes (i.e., payroll registers, accounts payable information, ACH data, etc.)

● Validate absences against third-party substitute entries for accuracy (as provided by the district)

● Submit ACH files to the district’s financial institution for payroll distribution

● Mail payroll checks and direct deposit vouchers to the district or employees

● Process and withhold employee garnishments in compliance with legal requirements

● Process annual payroll payables

● Provide customer service and support to district employees, addressing payroll-related inquiries in coordination with the designated district contact

● Provide support to district supervisors relating to true time and paid time off adjustments and approvals

● Monitoring of paid time off accruals, including allocations, adjustments, and proration of time off, including closure days, fiscal year rollover, and other time off requirements based on collective bargaining agreements or district policy

● Completion of requests for verification of employment

● Workers’ compensation wage workups (as requested)

● Completion of final contract proration and payout, including time off payouts as applicable for terminating employees

● Provide data and requested information to auditors

Payroll Tax Services:

● Pay federal, state, and local payroll withholding taxes

● File monthly state and local tax withholding returns

● File quarterly federal tax withholding (941) returns

● File quarterly state unemployment wage reports (UIA)

● File and distribute annual tax filings and employee forms for federal, state, and local taxes (W-2s, W-3s, SW3s, C-3204, etc.)

Retirement Reporting Services:

● Prepare bi-weekly MPSERS/ORS wage and service reports, including any corresponding payroll adjustments or deduction/benefit setup

● Monitor and pay bi-weekly ORS payments, including additional invoices for UAAL or forfeiture adjustments

● Completion of any ORS audits issued and any corresponding adjustments (some district assistance may be required)

● Completion of any final salary affidavits for retiring employees

HRIS Processing Services (Direct hire employees only):

● Administer employee onboarding:

o Collection and processing of all new hire paperwork – I-9/SS Card/Driver's License/Tax Forms/ORS enrollment/reporting/direct deposit/benefit enrollment o Provide applicable district information as provided by the district (i.e., board policies and union agreements) as part of the onboarding process o Original documentation to be scanned into the Employee Profile and returned to the district for the personnel file o Update Employee Profile and Employee Management module (Skyward) database with new hire information o Obtain fingerprints from employees, issue initial background checks/PA 189 o Provide employment contract (teachers only)

● Administer employee offboarding (initiated by district)

● Administer employee status changes (initiated by district)

● Issuance of certified personnel employment contracts on an annual basis (Teachers only)

● Maintain district organization chart in Skyward (add new employees, reassign based on status change, remove once terminated)

● Submission of monthly and bi-annual REP reporting requirements and other state reporting as required

● Creation and distribution of ad hoc reports from the HRIS system upon request

● Maintain district HRIS system to ensure accurate compensation, calendars, and assignment information, inclusive of any legislative requirements (i.e., minimum wage)

● Review and implementation of any collective bargaining agreement changes pertaining to the

HRIS system

● Processing of annual employee management rollover, including salary matrices, calendars, assignments, etc., in collaboration with district staff

● Complete annual county-wide salary survey

● Process name and address changes

Benefits Administration

● Facilitate annual open enrollment

○ Calculate employee deductions

○ Update all documents (rate sheet, CIL waiver forms, benefit enrollment packets, etc.)

○ Communication to staff

○ Set up and manage the online enrollment system

● Provides all annual compliance notices & communications

○ Creditable coverage notification - all staff annual notification

○ Centers for Medicare and Medicaid Services (CMS) disclosure to employees and report to the federal government

○ Salary and sick day report to insurance provider - annual report

● Monitor and notify the employee of overage dependents, provide COBRA information, and update the enrollment status change for the employee

● Process enrollments for new hires or employee status changes

● Provide Information to Finance/Payroll staff related to cash-in-lieu payments

● Reconciliation of provider monthly billings – reconciliation of enrollment/changes to payroll deductions/benefits transactions

● Serve as liaison with staff experiencing customer service issues, and answer questions related to benefit coverage

● COBRA Administration - including notification and monitoring at the time of termination

● Information survey requests for insurance providers

● Process bi-weekly and semi-annual HSA employer contributions if applicable

● Assist with the solicitation of bids and the implementation of plans

Leave Administration

● FMLA & leave of absence processing & monitoring, including alignment to federal, state, and contractual requirements, and applicable contract/compensation adjustments

● Implementation of leave provisions in accordance with collective bargaining agreements

● Communication to providers for LTD & STD claims administration – completion of forms, etc..

● Unemployment – monitor & process / reasonable assurance letters

● Workers' compensation management, including claims submission and monitoring, applies appropriate time off in the Skyward Time Off system, and coordinates compensable claims with district policy/collective bargaining agreement. Work with the district liaison on return-to-work accommodations

● Consultation with Central Office staff related to the administration of collective bargaining agreements

APPENDIX B – COMPENSATION

Evaluation Criteria Proposals will be evaluated based on:

● Completeness and clarity of the proposal

● Experience with Michigan school districts

● Quality of services and customer support

● Value for cost

● Ability to meet all scope requirements

● Reference checks

Proposal Format To ensure consistency and a fair evaluation, proposals must include:

● Executive Summary

● Company Profile & Qualifications

● Detailed Service Description

○ How each of the required services will be provided

● Staffing Plan and Assigned FTEs

● Experience with Michigan School Districts

● Technology Platforms & Integration

● Transition and Implementation Plan

● Compliance Assurance Plan

● Fee Proposal

● Three (3) References – preferably K-12 public school clients

FAMILIAL DISCLOSURE

Bidders must provide familial disclosure in compliance with MCL 380.1267 and attach this information to the bid.

The bid shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the Owner or the employee of the bidder and any member of the board, intermediate school board, or board of directors or the superintendent of the school district, intermediate superintendent of the intermediate school district, or chief executive office of the public school academy. The District shall not accept a bid that does not include this sworn and notarized disclosure statement.

IRAN BUSINESS RELATIONSHIP AFFIDAVIT

Pursuant to the Michigan Iran Economic Sanctions Act, 2012 P.A. 517, by submitting a bid, proposal or response, Respondent certifies, under civil penalty for false certification, that it is fully eligible to do so under law and that it is not an “Iran Linked Business,” as that term is defined in the Act.

SUBMITTED BY: ______________________________________________

Firm Name: ______________________________________________

Address: ______________________________________________

Email Address: ______________________________________________

Signed: ______________________________________________

Typed Name: ______________________________________________

Date: ______________________________ Title: ______________________________

Phone: ___________________________ Fax: ______________________________