RFP-_PAYROLL_SERVICES_FOR_NEWARK_YOUTH_EMPLOYMENT_PROGRAMS.pdf

REQUEST FOR PROPOSALS

2025-RFP-004

RFP- PAYROLL SERVICES FOR NEWARK YOUTH EMPLOYMENT

PROGRAMS

City of Newark

47-63 Green Street, 1st Level

Newark, NJ 07102

RELEASE DATE: March 7, 2025

DEADLINE FOR QUESTIONS: March 21, 2025

RESPONSE DEADLINE: March 28, 2025, 10:15 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/newarknj https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Newark

REQUEST FOR PROPOSALS

RFP- PAYROLL SERVICES FOR NEWARK YOUTH EMPLOYMENT

PROGRAMS

I. Introduction II. Contract Term

III. Terms and Conditions IV. Scope of Work V. Propsal Selection Criteria

VI. Bidder's Instructions VII. Vendor Submissions

VIII. Evaluation Criteria

Attachments:

A - Vendor Submission Form (Required)

B - Vendor Project Forms (Required)

C - Letter_of_Qualification_and_Letter_of_Intent (6)

D - W-9 (March2024)

Request for Proposals #2025-RFP-004 Title: RFP- PAYROLL SERVICES FOR NEWARK YOUTH EMPLOYMENT PROGRAMS

1. Introduction

1.1. Summary

NewarkWORKS is the operational arm of the Newark One Stop Career Center and provides employment, education and training programs for Adult and Youth individuals under the Workforce Innovation Opportunity Act (WIOA). The main office is located at 375 McCarter Highway, 3rd Floor Newark, NJ 07114.

NewarkWORKS’ activities are overseen by the Newark Workforce Development Board (NWDB), also located at 375 McCarter Highway, 3rd Floor Newark, NJ 07114. The NWDB provides oversight and works as the managing partner of the One-Stop Career Center to ensure achievement of Newark’s strategic workforce plan. The Newark Workforce Development Board is seeking proposals for Payroll services for the NewarkWORKS Youth employment programs.

The objective of the Newark Youth Employment Program is to provide youth participants with opportunities to explore career interests while participating in enriching training, employment, work or experience. Additionally, the program provides local businesses, nonprofits and government agencies with an opportunity to engage with program youth in meaningful and productive work under their guidance and supervision. The Newark Youth Employment programs consist of the following:

• Year-Round Employment & Training: Certain youth participants will be paid a stipend while enrolled in a Work Readiness or Vocational Skills Training Program.

• Work Experience Youth Participants: Certain youth participants will be paid a stipend/wage while assigned to a worksite.

• Seasonal Program Monitors/Temporary Staff: Assist in overseeing the Summer Youth

Employment Program and WIOA Year-Round Programs

• Summer Youth Work Experience Program: During the summer periods, up to 3,500 youth participants will be enrolled in work experience, stipend, and/or training programs.

The NewarkWORKS Youth One-Stop Career Center has managed the largest Summer Youth program in the history of the city and state for consecutive years and continues to service youth participants in year-round opportunities and internships, creating a pipeline of employment-ready young people that will take advantage of a growing city.

The objective of the Summer Youth Employment Program (SYEP) is to provide the anticipated 1,500 to 3,500 participants with an enriching work experience and to provide an opportunity for city youth to explore their career interests while earning an income. Moreover, the program provides local businesses, nonprofits and government agencies with an opportunity to engage youth in meaningful and productive work under their guidance and supervision. The following provides important points of information:

• Number of Participants: 1,500-3,500

• Ages 14 to 24

• Start Date: June 1, 2025

• End date: December 31, 2025

• Pay Rate: $16.00

• Services Required by this RFP Participant Data Collection & Tracking (Part

A) Payrol l and Related Fiscal Reporting (Part B)

NewarkWORKS Youth One-Stop staff will coordinate and manage the Summer Youth Work Experience Program. The Newark One-Stop Manager will oversee the implementation of contract deliverables and services provided by the contracted vendors, as noted below. Likewise, the Newark One-Stop Manager will work collaboratively with the Finance and Human Resources Departments to make sure that the NewarkWORKS agency is meeting reporting requirements, providing timely information, and facilitating processes. In addition, the One-Stop Director of Operations and Assistant Director of Operations will work with the Youth One-Stop staff to oversee site development as described below.

POINT OF CONTACT

The Contract Administrator, OpenGov Staff at admin+newarknj@procurenow.com or (855) 680-4747 will be responsible for managing the procurement process of the RFP and is the primary point of contact for all RFP related matters.

KEY DATES

RFP Star-Ledger Ad: Friday, 3/7/2025 Question Submission Deadline: Friday, 3/21/2025 by 12:00pm EST Bidders' Technical Conference: N/A Submission RFP Deadline: Friday, 3/28/2025 by 10:15am EST

RFP TIMELINE

Project Release date Friday, 3/7/2025 @ 10:15am EST

Question Submission Deadline Friday, 3/21/2025 by 12:00pm EST

Proposal Submission Deadline Friday, 3/28/2025 by 10:15am EST

TECHNICAL ASSISTANCE QUESTIONS

Questions need to be submitted prior to the Bidders’ Technical Conference on (NONE); however, no answers will be provided and/or circulated prior to that date.

Questions are to be submitted via the procurement portal in written form no later than Friday, 3/21/2025 by 12:00 pm EST.

Vendors are expected to raise any questions, exceptions, or additions they have concerning the RFP document at this point in the process. If a vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the vendor should notify immediately the above named individual of such error and request modification or clarification of the RFP.

In the event that it becomes necessary to provide additional clarifying date or information, or to revise any part of this RFP, revisions/amendments and/or supplements will be provided to all recipients of this initial RFP.

Each proposal shall stipulate that it is predicated upon the requirements, terms, and conditions of this RFP and any supplements or revisions thereof.

Any contract with City of Newark employees or NewarkWORKS employees concerning this RFP is strictly prohibited; except as authorized in writing, in advance, by the above named individual during the period from release of the RFP until the notice of intent to contract is released. Unauthorized communication with City of Newark employees and NewarkWORKS employees regarding this RFP may result in disqualification of the vendor.

The City of Newark, NJ will receive RFP responses via the City's e-Procurement Portal for 2025-RFP-004, RFP- PAYROLL SERVICES FOR NEWARK YOUTH EMPLOYMENT PROGRAMS. RFP responses will be received until 10:15 am on Friday, March 28, 2025 and then publicly opened and read aloud. Any proposal received after 10:15 am shall not be accepted in the OpenGov system.

Only electronic proposals shall be accepted.

NOTE: It is important to note that this process should be completed well in advance of the bid deadline / bid opening. DO NOT WAIT UNTIL THE LAST MINUTE. The City's electronic procurement portal will not allow electronic bids to be submitted once the deadline has passed, even if you've already started the process. The deadline is based on the countdown timer found on the OpenGov bid submission page.

1.2. Contact Information

Project Contact:

Angela Griffin

Fiscal Officer

375 McCarter Highway

Newark, NJ 07114

Email: griffina@ci.newark.nj.us

Phone: (973) 573-5213

Procurement Contact:

Guoxiang Ye

Fiscal Officer

375 McCarter Highway 3rd fl.

Newark, NJ 07114

Email: yeg@ci.newark.nj.us

Phone: (973) 733-8015

Department:

Office of the Mayor

Department Head:

Rahaman Muhammad

Deputy Mayor mailto:griffina@ci.newark.nj.us tel:(973)573-5213 mailto:yeg@ci.newark.nj.us tel:(973)733-8015

1.3. Timeline

Release Project Date March 7, 2025

Question Submission Deadline March 21, 2025, 12:00pm

Submission Deadline March 28, 2025, 10:15am

2. Contract Term

2.1. PROPOSED TERM

Subject to Newark Municipal Council Approval, the contract will start after Municipal Council approval of the adopted resolution and contract execution for twelve consecutive months. This contract will be paid with the City of Newark- NewarkWORKS allocated funding. Upon agreement of both parties and with the Newark Municipal Council approval, a one-year contract may be executed with one (1), one (1) option to renewal by resolution.

3. Terms and Conditions

3.1. RELEASE OF OBLIGATIONS

The release of this Request for Proposals does not constitute an acceptance of any offer, nor does such release in any way obligate the City of Newark or NWDB to execute a contract with any proposer. NWDB reserves the right to accept or reject any proposals on the basis of the conditions set forth in this RFP and to evaluate all accepted proposals on the criteria included in this procurement.

Further, depending on final budgetary considerations and constraints, NWDB reserves the right to enter into a contract for less than all of the services requested in this RFP, if budgetary constraints make it impossible for contracts to be awarded for all services described herein.

• NWDB will not be liable for costs incurred in the preparation of proposals or negotiation of contracts.

• The award of a contract for any proposed service is contingent upon the favorable evaluation of the proposal and successful negotiation of any changes to the proposal required by the NWDB

Provisions of services specified in this RFP require substantial knowledge and understanding of various Federal and State regulations.

• NWDB reserves the right to negotiate the final terms of all contracts with successful proposers. Items that may be negotiated include but are not limited to type and scopes of services, costs and fees, target groups, geographic goals, service levels and inclusion of activities other than those described. Likewise, NWDB also reserves the right to accept any proposal without substantive negotiation. Therefore, proposers are advised to propose their most favorable terms initially.

• NWDB reserves the right to approve all personnel assigned to this project.

• NWDB reserves the right to monitor and audit all projects for contractual terms and programmatic issues as well as compliance with accounting procedures, participant utilization, equal opportunities, Americans with Disabilities Act (ADA), and/or any other requirements mentioned in the Federal Register or as deemed necessary by the United States Departments of Labor and

Health and Human Services or New Jersey Department of Labor and Workforce Development.

3.2. PROCESS OF APPEAL

Appeals will only be considered based on proposal review procedures. No appeals related to award recommendations and amounts will be considered. A Service provider/organization, who wishes to appeal the recommendation to award or deny a contract, may submit a written appeal to the NewarkWORKS One-Stop Operator. Differences of opinion about the merits of proposals recommended for funding are not grounds for submitting an appeal.

A formal appeal is based upon the following criteria only:

1. Violations of the Act and attendant regulations.

2. Violations of City and/or NWDB ordinances/policies.

3. Failure to conduct the review process in a uniform manner thereby denying due process.

The NWDB will accept protests regarding the procurement process and selections of the contractor for a period of five (5) days following the date of notification of awards. Protests must be in writing, must state the reason for the protest, and must cite the law, rule, regulation, or practice which the protest is based on. Protest must be addressed to the Newark Workforce Development Board’s Executive Director, by email at gaylordk@ci.newark.nj.us or by certified mail to 375 McCarter Highway, 3rd Floor Newark, NJ 07114. NewarkWORKS and Newark Workforce Development Board will respond in writing to the protester within thirty (30) days of the close of the protest period, provided the protest was received within the acceptable timeframe. The response will include the final decision on the protest and the basis for the decision.

3.3. RESERVATIONS

The City of Newark, NewarkWORKS/One-Stop Career Center, and/or the Newark Workforce Development Board, reserves the rights:

• To determine that any Proposal received complies or fails to comply with the terms of this RFP.

To waive any technical non-conformance with the terms of this RFP.

• Automatically disqualify proposals that are not in compliance.

• To change or alter the schedule for any events called for in this RFP upon the issuance of notice to all prospective Respondents who have received a copy of this RFP.

• To conduct investigations of any or all of the Respondents, as City of Newark, NewarkWORKS/One Stop Career Center, and/or the Newark Workforce Development Board deems necessary or convenient, to clarify the information provided as part of your proposal.

• To request additional information to support the information included in any Proposal.

• To suspend or terminate the procurement process described in this RFP at any time. If terminated, the City of Newark, NewarkWORKS/One Stop Career Center, and/or the Newark Workforce Development Board may determine to commence a new procurement process or exercise any other rights provided under applicable law without any obligation to the Respondents.

• All Newark Workforce Development Board or NewarkWORKS information or data developed here under shall be the property of the Newark Workforce Development Board. The awarded vendor shall not use such information or data except for the performance of the service hereunder, without the prior written permission of the Newark Workforce Development Board.

NOTE: FAILURE TO COMPLY WITH THE ABOVE WILL RESULT IN YOUR PROPOSAL BEING REJECTED.

NO EXCEPTIONS.

mailto:gaylordk@ci.newark.nj.us

4. Scope of Work

4.1. Scope of Work or Project Details

Request For Proposal (RFP) is issued by the City of Newark, NewarkWORKS, and the Newark Workforce

Development Board (NWDB). The objective and ultimate goal is to collect enrollment data for participants of the Summer Youth Work Experience Program (PART A) and ensure participants and appropriate tax parties are paid properly and in a timely fashion (PART B).

4.2. SCOPE OF WORK

Request For Proposal (RFP) is issued by the City of Newark, NewarkWORKS, and the Newark Workforce Development Board (NWDB). The objective and ultimate goal is to collect enrollment data for participants of the Summer Youth Work Experience Program (PART A) and ensure participants and appropriate tax parties are paid properly and in a timely fashion (PART B).

SCOPE OF WORK - PART A

• Establishment of web-based youth employment and stipend software system for approximately 1,500 to 3,500 youth participants throughout the year,

• Establishment of a secure Administrative Portal and Participant Portal

• Ability to provide system functionality to allow for the entry of participants and worksites, enrollment, work assignments, and work hours of participants, and

• Ability to provide web-based system, including a robust reporting system to report on the various data collected within the system, to include participants, participant data, applications, worksites, worksite data, and assignments.

• Ability to integrate with the current data management systems that tracks the following: Youth Applications & Worksite Applications via an external software.

SCOPE OF WORK - PART B

• Ability to provide payroll processing for approximately 1,500 to 3,500 youth participants throughout the year. Specifically, this also includes having a secure web-based system for:

• Setting up individual payroll records for all participants,

• Processing payroll on a bi-weekly basis for all youth participants.

• Acquiring services from an approved banking institution to fully manage the distribution and use of debit card for the program participants.

• Processing all necessary payroll reports including:

o Transaction reports o Payroll activity reports o Payroll exception reports o Financial activity reports o Other reports as defined by the NWDB to document the use of any federal grant funds that may be used to support the program.

• Ability to provide web-based system including a robust reporting system to report on the various data collected within the system, to include, participants hours worked, gross and net pay of payroll and stipend payments.

• Ability to provide access to payroll cards with a charge fee-free ATM provider within the

Newark area as well as other fee-free usage and withdrawal options.

• Ability to provide participants option of direct deposit payment of their wages and/or stipend without Contractor-imposed fees.

• Ability to train program staff working with participants on system use and the efficient use of the pay card program for participants to avoid usage fees

• Ability to be responsible for regular and timely tax payments, tax reporting, including state and Federal quarterly and annual reports and W-2 processing and distribution to participants

• Designation of a single point of contact as the source for all NewarkWORKS needs

• Ability to provide support staff to work with NewarkWORKS staff and program work sites.

• Ability to create and obtain financial reports regarding payrolls, taxes, cashflow and other relevant reports requested by NewarkWORKS via system usage and/or support staff.

• Ability to establish a system that tracks IPv6 addresses via System User Activity Log

(Report displaying activity of users in the system — to identify and locate a network interface of a computer or a network node participating in a computer network using

IPv6.

SCOPE OF WORK - PART C (Terms & Conditions)

Vendor must agree with the following terms and conditions set out by the City of Newark, Newark

Workforce Development Board & NewarkWORKS:

1. INDEMNIFICATION: The contractor’s liability to the State of New Jersey, the City of

Newark and the Newark Workforce Development Board and its employees in third party suits shall be as follows:

A. Indemnification for Third Party Claims - The contractor shall assume all risk of and responsibility for, and agrees to indemnify, defend, and save harmless the State of New Jersey and its employees, the City of Newark and its employees, and the Newark Workforce Development Board and its employees from and against any and all claims, demands, suits, actions, recoveries, judgments and costs and expenses in connection therewith which shall arise from or result directly or indirectly from the work and/or materials supplied under this contract, including liability of any nature or kind for or on account of the use of any copyrighted or not copyrighted composition, secret process, patented or unpatented invention, article or appliance furnished or used in the performance of this contract;

B. The contractor’s indemnification and liability under subsection (A) is not limited by, but is in addition to the insurance obligations contained in Section "Insurance" of these Terms and Conditions; and

C. In the event of a patent and copyright claim or suit, the contractor, at its option, may: (1) procure for the State of New Jersey the legal right to continue the use

2. INSURANCE: The contractor shall secure and maintain in force for the term of the contract insurance as provided herein. All required insurance shall be provided by insurance companies with an A-VIII or better rating by A.M. Best & Company. All policies must be endorsed to provide 30 days’ written notice of cancellation or material change to the

City of Newark, Newark Workforce Development Board & NewarkWORKS at the address provided above. If the contractor’s insurer cannot provide 30 days’ written notice, then it will become the obligation of the contractor to provide the same. The contractor shall provide the

City of Newark, Newark Workforce Development Board & NewarkWORKS with current certificates of insurance for all coverages and renewals thereof. Renewal certificates shall be provided within 30 days of the expiration of the insurance. The contractor shall not begin to provide services or goods to the NWDB until evidence of the required insurance is provided.

The certificates of insurance shall indicate the contract number or purchase order number and title of the contract in the Description of Operations box and shall list the Newark Workforce

Development Board/NewarkWORKS, 375 McCarter Highway, 3rd Floor Newark, New Jersey

07114 in the Certificate Holder box. The certificates and any notice of cancelation shall be emailed to: yeg@ci.newark.nj.us

The insurance to be provided by the contractor shall be as follows:

A. Occurrence Form Commercial General Liability Insurance or its equivalent: The minimum limit of liability shall be $1,000,000 per occurrence as a combined single limit for bodily injury and property damage. The above required Commercial General Liability Insurance policy or its equivalent shall name the State, its officers, and employees as “Additional Insureds” and include the blanket additional insured endorsement or its equivalent. The coverage to be provided under these policies shall be at least as broad as that provided by the standard basic Commercial General Liability Insurance occurrence coverage forms or its equivalent currently in use in the State of New Jersey, which shall not be circumscribed by any endorsement limiting the breadth of coverage;

B. Automobile Liability Insurance which shall be written to cover any automobile used by the insured. Limits of liability for bodily injury and property damage shall not be less than $1,000,000 per occurrence as a combined single limit. The State must be named as an “Additional Insured” and a blanket additional insured endorsement or its equivalent must be provided when the services being procured involve vehicle use on the State’s behalf or on State controlled property;

mailto:yeg@ci.newark.nj.us

C. Worker’s Compensation Insurance applicable to the laws of the State of New Jersey and Employers Liability Insurance with limits not less than:

1. $1,000,000 BODILY INJURY, EACH OCCURRENCE;

2. $1,000,000 DISEASE EACH EMPLOYEE; and

3. $1,000,000 DISEASE AGGREGATE LIMIT.

This $1,000,000 amount may be raised when deemed necessary by the Director;

In the case of a contract entered into pursuant to N.J.S.A. 52:32-17 et seq., (small business set asides) the minimum amount of insurance coverage in subsections A, B, and C above may be amended for certain commodities when deemed in the best interests of the Newark Workforce Development Board by the Director.

3. CHANGES, AMENDMENTS AND WAIVERS: Any changes or amendments to, or waivers of, any of the provisions or terms of this Agreement must be in writing and signed in advance by both parties, and any changes, amendments or waivers are subject to written approval by the Newark Workforce Development Board. All sections of the contract that are not amended will remain in effect.

4. OWNERSHIP OF INFORMATION AND DATA: All NWDB or NewarkWORKS information or data developed hereunder shall be the property of the Newark Workforce Development Board and NewarkWORKS. The awarded contractor shall not use such information or data except for the performance of the service hereunder, without the prior written permission of the Newark Workforce Development Board.

5. CONFLICT OF INTEREST: The awarded contractor acknowledges that the nature of the service to be performed requires that the awarded contractor must not have or appear to have a conflict of interest with any potentially adversarial party. The awarded contractor agrees that:

▪ It will not accept any assignments, compensation, consideration, or gratuities from any other party with an interest in the subject matter of this contract that shall conflict or shall have the appearance of conflicting with the interest of the Newark Workforce Development Board relative to the purposes of this agreement.

▪ In the event that a conflict or potential conflict of interest shall arise, the awarded contractor shall notify the Newark Workforce Development Board in writing within three (3) days of becoming aware of the conflict or the potential conflict. Failure to provide such notice may be grounds for termination of this agreement for cause.

▪ In the event that the Newark Workforce Development Board receives timely notice of an actual or potential conflict, the awarded contractor and the Newark Workforce Development Board shall attempt to reach an agreement on a course of action in response to the actual or potential conflict. If such an agreement cannot be reached, the Newark Workforce Development Board shall have the right to terminate the contract for convenience.

6. LIMITATION OF LIABILITY: The Newark Workforce Development Board shall not be liable for any incidental, indirect, consequential, or punitive damages, under any circumstances.

7. ASSIGNMENT: The awarded contractor shall not assign, transfer, convey, sublet, or otherwise dispose of this contract or its right, title or interest in or to the same or any part thereof without prior written consent of the Newark Workforce Development Board, NewarkWORKS endorsed thereon or attached thereto.

8. SUB-CONTRACT: Contractor shall not sub-contract any portions of their services set forth herein to any other Contractors without prior approval by the Newark Workforce

Development Board Municipal.

9. GOVERNING LAW: This Agreement shall be governed by and interpreted pursuant to the law of the United States and the State of New Jersey, as appropriate, notwithstanding any provisions of such laws relating to jurisdiction.

10. TERMINATION: Either party shall have the right to terminate this Contract at its convenience without cause at any time by giving written notice to the other party of such termination and specifying the effective date thereof at least thirty (30) days before Newark

Workforce Development Board the effective date of such termination. In the event of termination by the Newark Workforce Development Board, provided herein, the awarded contractor shall receive full compensation for any services rendered, or any disbursements, costs or expenses incurred under this Contract up to the date set forth in written notice of said termination. The awarded contractor work product shall be submitted to the Newark

Workforce Development Board upon demand at the termination of the Contract.

11. NON-ALLOCATION; This agreement is financed by workforce funds allocated to the

Newark Workforce Development Board from the US Department of Labor and the New Jersey

Department of Labor. The Newark Workforce Development Board reserves the right of suspension and abrogation of this agreement within five (5) days of the notification to the awarded contractor.

12. SEVERABILITY: If any provision of this agreement is held illegal or unenforceable in a judicial proceeding, such provision shall be severed and shall be inoperative, and the remainder of this Agreement shall remain operative and binding on the Parties.

13. CONFIDENTIALITY AGREEMENT: Each party (the "Receiving Party") agrees not to disclose (except as permitted herein) any Confidential Information of the other party (the "Disclosing Party") without the Disclosing Party's prior written consent. "Confidential Information" means all confidential business, technical, and financial information of the disclosing party that is marked as "Confidential" or an equivalent designation or that should reasonably be understood to be confidential given the nature of the information and/or the circumstances surrounding the disclosure (including the terms of the applicable License Agreement). The Newark Workforce Development Board’s Confidential Information includes, without limitation, participant data and personally identifiable information (PII), and records entered and/or generated via the services of this agreement through NewarkWORKS. The Receiving Party agrees: (i) to use and disclose the Confidential Information only in connection with this Agreement; and (ii) to protect such Confidential Information using the measures that the Receiving Party employs with respect to its own Confidential Information of a similar nature, but in no event with less than reasonable care.

BIDDERS SHOULD NOTE THAT ANY AND ALL WORK INTENDED TO BE SUBCONTRACTED AS PART OF

THE BID SUBMITTAL MUST BE ACCOMPANIED BY BACKGROUND MATERIALS AND REFERENCES FOR

PROPOSED SUBCONTRACTOR(S) – NO EXCEPTIONS.

5. Propsal Selection Criteria

5.1. PROPOSAL RESPONDENT EXPECTATIONS

• Proposal respondents may include but are not limited to public or not-for-profit corporations, local educational agencies, private for-profit corporations, community-based organizations, labor organizations, public agencies and government units.

• Proposal respondents must be able to demonstrate the necessary administrative capability and fiscal responsibility needed to operate the proposed program(s).

• Proposal respondents must have an ability to implement and configure required system specifications within the timeframe permitted to be live by [June 1, 2025].

• Proposal respondents must be capable of supporting their own operation; no advance payments will be made by NewarkWORKS or the NWDB in relation to services of this RFP.

• Proposal respondents may be subject to a pre-award survey. This may include but not be limited to a review of proposer’s recordkeeping procedures, management systems, accounting and administrative systems, training facilities and curriculum.

• Proposal respondents shall enable the NWDB staff to maintain regular, continuing personal conduct and communication with agency staff at all program sites.

5.2. SERVICE PROVIDER EXPECTATIONS

The primary goal of this RFP is to successfully pay youth program participants and assigned staff on time and accurately. The RFP has been separated into two parts (part A and part B). Part A relates to the collection of participant data for enrollment then program matriculation (including timesheet reporting). Part B relates to the processing, calculating, and remittance of payroll wages to participants and taxes to the appropriate tax authorities. Respondents can submit responses to either part separately or both parts combined. All responses to this RFP should clearly demonstrate the proposer’s capacity to achieve either or both parts. The successful vendor will also be expected to meet the following standards in providing the services listed above:

• Provide a platform for the collection, aggregation, and reporting of participant data for enrollment participant (PART A)

• Provide a platform for the collection and aggregation of participant program matriculation (i.e.

timesheet reporting) for participant payment purposes. (PART A)

• Timely, accurate processing of payroll so that all participants are paid on time and according to hours worked. (PART B)

• Effective coordination and communication with the selected bank to set up the participant’s bank debit card accounts. (PART B)

• Timely, accurate processing of all necessary reports. (PARTS A and B)

• Ensuring strict security measures are taken to ensure the privacy of all data, i.e., use of encrypted systems, etc. (PARTS A and B)

• Effective coordination with NewarkWORKS Program and Fiscal staff to ensure that all necessary documentation (including information for files and timesheets) is obtained for accurate, timely payroll processing and development of reports. (PARTS A and B)

• Responsive customer service to address any issues/problems. (PARTS A and B)

5.3. PAYROLL SYSTEM SECURITY EXPECATIONS

• The payroll processing system shall be encrypted in accordance with industry standards and shall employ a hierarchical password protected system for defining and restricting access,

• The password protected system employed by the Vendor shall assign each NewarkWORKS and work site end-user (as necessary) an individual password, entry of which will be required before access to the payroll processing system is granted.

• The hierarchical password protected system for defining and restricting access rights to the

Vendor’s payroll system shall at minimum include but not be limited to the following access levels:

o NewarkWORKS Level Access shall permit access to:

▪ View payroll data before the processing by Vendor of each payroll, input timesheet and/or payroll information in the payroll processing system for all program participants, and override and/or grant overrides of weekly and pay cycled (biweekly) per youth work hour maximums specified below.

▪ Work site Level Access shall permit the designated staff person at each access to view payroll data before the processing by the Vendor for each payroll.

• Access shall be provided to NewarkWORKS and work site end-users, to view payroll data before the processing by Vendor of each payroll.

5.4. PAYROLL PROCESSING EXPECTATIONS

• The payroll application must calculate the gross pay of each participant based upon hours worked for the particular pay cycle.

• The payroll application must calculate the net pay of each participant based upon each participant’s applicable federal, state and local tax withholding rate as well as other mandated withholding categories.

• The payroll application must report and deposit appropriate withholding to the applicable entity.

• The payroll application must generate, process and submit all required tax reporting documentation, transmit federal tax withholding deposits, when due, to the IRS, and to deliver and digitally file W-2 and 1095 forms (1095A, 1095B and/or 1095C, as applicable) for tax reporting to the participants within the mandatory timeframe;

• Required tax reporting documentation shall include but not be limited to complete quarterly “941” and “927” tax returns and “W-2” end of year statements.

• The processing and submitting of required tax reporting documentation, transmittal of federal tax withholding deposits to the IRS, and W-2 form delivery to participants shall include all submissions or resubmissions necessary to correct inaccuracies or errors in prior submissions and transmissions to the IRS or other governmental agency as directed by NewarkWORKS.

• The application shall, when necessary generate corrected W-2 forms for employed participants, transmit the same to the IRS or other governmental agency as directed by NewarkWORKS and deliver the same to the participants within the mandatory timeframe.The payroll application must allow for programmatic changes due to legislative and funding changes (such as increasing the length of the programs, addition of new program, etc.).

• The application shall pay current period earnings and allowable arrears payments per pay cycle to each participant.

• The application should allow for off-cycle processing as needed to process participant payroll adjustments

• Except as indicated herein, the payroll application shall not make payments to any participant for work hours credited to such participant where such hours exceed weekly and/or pay cycle per participant work hour maximums. The maximum calculated payable hours at any scheduled point in the program shall be calculated commencing at the start date of any such pay cycle.

• The payroll application must allow NewarkWORKS to grant work sites, for specified periods, overrides of the weekly and pay cycle maximum work hours per youth payment parameters set forth herein to permit work sites to make arrears payments by adding hours to said maximums.

In addition to standard payroll processing, the NWBD Fiscal Agent will provide the Vendor with a list of exceptions to regular payroll processing that are consistent with common payroll errors, which may constitute approximately 10-15 percent of each payroll.

• The Vendor shall resolve such exceptions by appropriately adjusting the payroll in the next payroll cycle so that payroll for such next cycle properly accounts for such exceptions.

• The Vendor shall resolve exceptions to payroll processing that arise during Supplemental Payroll

Cycles that cause underpayment to program participants by generating for issue to such participants paper checks in the amounts necessary to resolve such exceptions. For payments to resolve exceptions that cause underpayments to participants that occur during Supplemental

Payroll Cycles or later:

• The Vendor shall generate paper checks made out to program participants and deliver said paper checks directly to NewarkWORKS.

• Once payroll is approved by NewarkWORKS, the (Fiscal) Department of Finance will transfer funds to the Vendor for each such payment at least two (2) days prior to payment dates for the same. The vendor must complete the Electronic Fund Forms in order to receive the funds electronically. NewarkWORKS will prepare a voucher contract with the total amount of the payroll based on the signed report from the vendor, which the report must be issued at least 4 days prior to the payment date, and then enter this information into PeopleSoft. This report should include but not be limited to the participant name, id#, hours worked, hourly rate and payment amount. Once the proper approvals are completed the electronic fund transfer will be processed.

5.5. PAYROLL DISBURSEMENT EXPECTATIONS

• Vendor will generate payrolls and distribute disbursement into participant debit cards or direct deposit, which is the preferred method of participant payment.

• Vendor will deliver debit cards to the NewarkWORKS Fiscal Department at 375 McCarter Highway, 3rd Floor Newark, NJ 07114

• Vendor’s delivery of the debit cards will be on a rolling basis as participants are enrolled.

• In exceptional circumstances, a paper check may be requested as a form of payroll disbursement.

In the event of manual check disbursement, all checks will be delivered to 375 McCarter Highway, Newark NJ, 07102.

• Vendor will deliver and/or make accessible, non-negotiable pay stubs to the participating work sites for distribution to participants. The pay stub must contain, but not be limited to, the following:

▪ Date of Pay

▪ Pay Period

▪ Participant’s Name

▪ Participant’s Social Security Number (appropriately secured in accordance with applicable privacy acts)

▪ Debit Card Number or Check Number (last four (4) digits only)

▪ Hours Paid

▪ Gross Pay Amount

▪ Deductions (broken down by the specific deduction categories)

▪ Tax Withholding Information

▪ Net Amount

▪ Year to Date Amounts for Gross Pay, Each Deduction, and Net Amount

▪ Space for Special Messages (3 lines of 60 characters each line) supplied by

NewarkWORKS

• NewarkWORKS requests the ability to provide the Vendor with any special messages to be printed on the pay stubs the Tuesday prior to pay date. The special message is applicable to that pay period only. The messages are not to carry over onto the next pay stub. If the same message is to be used over multiple pay periods, NewarkWORKS will reissue the message for each pay period it wants the message to appear.

• Upon request, the Vendor will replace damaged, lost or stolen debit cards/checks, and/or debit cards/checks produced in error within five (5) business days for debit cards and within five (5) business days for checks. NewarkWORKS shall not be liable for such voided, damaged, lost or stolen debit cards/checks.

• Debit cards/checks produced in error shall be voided immediately and the NWDB Fiscal Agent shall not be liable for the same.

5.6. PAYROLL SERVICE SUPPORT EXPECTATIONS

• The payroll Vendor must provide M-F, 8 am – 5 pm (E.S.T) services for contractors, during which time the contractor’s representative shall speak to an individual about issue resolutions.

• Vendor will provide telephone and/or Internet-based payroll troubleshooting services to

NewarkWORKS and worksites.

• The Vendor will also provide participants 24 hours a day, 7 days a week toll free phone support service for youth participants for payroll and banking related questions.

• Participant’s informational queries will be received by NewarkWORKS at point of call. However, Vendor staff must be available to assist NewarkWORKS staff address and resolve participant information queries such as Current Debit Card Balance, Last Debit Card Transaction, Last Debit

Card Funding (Date and Amount), Current Tax Withholding elections, etc. within 24-48 hours.

While certain requests may require additional time, typical turnaround timeframes are listed below:

Service Request Turnaround Timeframe

Lost/Stolen Debit Card Card Voided/Suspended immediately and replaced within five (5) business days

Lost/Stolen Check Stop Payment of Check within 48 hours and replaced within five (5) business days

Suspicious Debit Card Activity Fraud Investigation/Monitoring begins immediately. Card Voided/Suspended immediately and replaced within five (5) business days

Replacement Card

(I.e. bad magnetic strip, card broke, etc.)

Card Voided immediately and replaced within five (5) business days

Card declined at POS Immediate response on reasons of decline

Change of PIN Immediate

Card Activation Immediate

5.7. PAYROLL REPORTS & REPORTING EXPECTATIONS

• The vendor, at a minimum, will provide or make accessible using reporting capability from within the payroll application, the following reports four (4) days before each payroll period:

• Transaction Report: This report will be generated every pay period and list all payroll transactions. The report must have the capacity to be sorted and sub-sorted by program, work site, and/or funding source. Appropriate fields will be totaled at the work site level with the grand totals at the end of the report. The report must contain at least the following field for each respective payroll cycle:

• Work Site Identification information (Grand totals will contain a total count of contractors)

• Participant Enrollment Number

• Participant’s Name (work site level totals and grand totals will contain a count of Participants)

• Social Security Number

• Debit Card Number or Check Number

• Hours Paid (Work site level totals and grand totals will contain a sum of

Hours Paid)

• Gross Pay (Work site level totals and grand totals will contain a sum of

Gross Pay)

• Deductions from Gross Pay broken down by the specific deduction category such as FICA, Federal Tax, State Tax, etc. (Work site level totals and grand totals will contain a sum of each different deduction category)

• Net Pay (Work site level totals and grand totals will contain a sum of Net

Pay)

• Payroll Activity Report: This report will be generated every pay period and list all financial payroll transactions. The report must have the capacity to be sorted and sub-sorted by program, work site, and/or funding source. Appropriate fields will be totaled at the work site level with the grand totals at the end of the report. The report must contain information including but not limited to the following per payroll cycle:

• Work Site Identification information

• Participant Enrollment Number

• Debit Card Number

• Amount Applied to the Debit Card this pay period

• Current Balance on the Debit Card – Including the amount being applied this pay period

• Check Number (if applicable)

• Net Amount of Check

• Payroll Exception Report: This report will list the names of the participants who will not receive a direct deposit/debit/check payment and the names of the participants whose arrears claims are being denied because they were paid an amount either equal to or greater than the amount of the arrears claim. The report must have the capacity to be sorted and sub-sorted by program, work site, and/or funding source.

Appropriate fields will be totaled at the work site level with the grand totals at the end of the report. The report must contain information including but not limited to the following per payroll cycle:

• Work Site Identification information

• Participant Enrollment Number

• Participant’s Name

• Reason for Exception

• Hours not being paid

• Arrears payments paid to and additional hours credited to individual program participants

• Financial Activity Report: This report will summarize all financial transactions regarding the payroll process. Transactions involved will show the planned (or actual) movement of funds in and out of the payroll account. Transactions that must be part of this report (although not limited to these transactions only) will be:

• The funding of the payroll account from NewarkWORKS

• The allocation of withholding taxes (and/or other deductions from gross pay) to the appropriate authorities/agencies

• The funding of the direct deposit payroll (in aggregate)

• The funding of the debit card payroll (in aggregate)

• The funding of the manual checks (in aggregate)

• Provide online, printable confirmation of receipt of payroll as submitted by

NewarkWORKS.

• Vendor will allow authorized NewarkWORKS staff to view selected payroll records individually or in aggregate

• NewarkWORKS will also require the ad hoc reports after the end of each grant program for closeout purposes.

5.8. SAFEKEEPING OF DEBIT CARDS & LIABILITY FOR LOSSES

Vendor is solely responsible for the safe handling, custody, and transportation of all monetary items until same have been delivered to NewarkWORKS or youth participants in the prescribed manner herein.

Vendor must institute appropriate security systems for the handling and transportation of large sums of money, checks, blank checks, check printing plates, and debit cards. The Vendor will be solely and exclusively liable for the full value of checks and debit cards that are lost or stolen while in the Vendor’s custody even where such loss or theft does not result from the fault or negligence of the Vendor. The

Vendor shall hold harmless and indemnify the NWDB from any damages sustained from the loss of theft of payroll checks of debit cards while in the Vendor’s custody or by reason of the Vendor’s issuance of checks or debit cards in the wrong dollar amount. The amount of any such loss may be deducted by the

NWDB from any sums due to the Vendor. The Vendor is also responsible for identifying and responding to common fraud practices.

6. Bidder's Instructions

6.1. Electronic Submission of Bids*

Sealed bids shall be received by the City of Newark, via the City’s e-Procurement Portal, ProcureNow, hereinafter referred to as “City,” in accordance with public advertisement as required by law, with a copy of said notice being attached hereto and made a part of these specifications.

Sealed bids will be received via the City's e-Procurement Portal by Friday, 3/28/2025 at 10:15am EST as stated in the Notice to Bidders, and at such time bids will be publicly opened and read aloud.

It is the bidder's responsibility that bids are submitted through ProcureNow at the time designated.

After the designated submission due date and time bidders shall not have the ability to be entered and accepted.

☐ Please confirm

*Response required

6.2. Proposal Requirements *

A. Proposal Summary Sheet Form #2

B. Training Facility Form #11

C. Curriculum

D. Insurance – Current Status with City of Newark listed as “Additional Insured” on policy, (Must be maintained for the contract. If changed, new policy must be provided soon as receipt of it).

E. N.J. State Certification - Section J indicating names of approved training programs plus all accreditations and licensing

F. Budget – detailed, indicating total cost for training services being rendered

G. Organizational Chart – listing of all principal staff

H. Staff Resumes with Job Descriptions

I. Offer to Provide Form #1

J. Collective Bargaining Form #12

K. Hold Harmless Form #4

L. Declaration of Non-Collusion Form #13

M. Affirmative Action Employee Information Report (EIR) (Form AA302) Form #6-A & B

N. IRS Department. of Treasury Tax Exempt Information (nonprofit)

O. Tax Payer ID (Form W-9) with Business Registration Certificate (BRC)

P. Disclosure Statement Form #8 (Non-profit Newark)

Q. Lobbying Certificate Form #9

R. Drug Free Workplace Form #10

S. Certificate of Compliance w/Charitable Registration and Investigation Act Form #17

T. Stockholder Disclosure State (Profit) Form #14

U. C.271 Political Contribution Disclosure (State) Form #19 and 19-A

V. Small Minority Business Form #5

W. Certificate of Compliance with Pay to Play Form #15

X. Incorporation/Formation Papers

Y. Grievance Procedures

Z. Audit Report (for past 2 years)

BB. Letters of Support and Recommendation Letters (at least 3)

Did you read through and confirm that you met all of the proposal requirements?

☐ Yes

☐ No

*Response required

6.3. Instructions to Bidders and Statutory Requirements*

By submitting a response, the vendor has read, understands and acknowledges the Instruction to Bidders and Statutory Requirements pertaining to this solicitation.

☐ Please confirm

*Response required

6.4. Proposal Documents*

Only be singled-spaced (one side only) with company seal.

The proposal is limited to twenty (20) pages. However, additional pages may be used for the curriculums or specific program design.

Please Upload your COMPLETE Proposal here, which includes all required documents and information as provided for in this solicitation document.

*Response required

6.5. Outstanding Tax Confirmation *

Please confirm the Respondent does not have any outstanding taxes with the City of Newark, (ie.

property taxes, special taxes and water sewer)

☐ Please confirm

*Response required

7. Vendor Submissions

1. Solicitation Documents*

By submitting a response to this solicitation, the bidder certifies that they have read, understand and acknowledge all requirements of this Request for Proposals.

☐Please confirm

*Response required

2. Authorization*

The bidder acknowledges they are authorized as an individual, partner, or officer to submit a response on behalf of their organization.

☐Please confirm

*Response required

3. Bidder's Full Name*

Please provide the Full Name of the Bidder for this project as part of your response to this solicitation.

4. Bidder's Email*

Please provide the Email Address for the Bidder for this project as part of your response to this solicitation.

5. Bidder's Address*

Please provide the Address for the Bidder for this project as part…