Audit of GRU's Payroll Processes

Gainesville Regional Utilities (GRU), a municipal utility serving the City of Gainesville, Florida, is requesting proposals for a comprehensive independent audit of payroll processes under RFP 2026-088, with responses due July 13, 2026 at 2:00 p.m. No set-asides or preferences are identified.

The engagement requires evaluation of payroll accuracy, completeness, and regulatory compliance across employee master data, timekeeping records, overtime calculations, tax withholdings (FIT, Social Security, Medicare, FUTA/SUTA), quarterly and annual filings, benefits and deductions, and adherence to the Fair Labor Standards Act and Florida wage and hour laws. Respondents must demonstrate experience conducting payroll audits for similarly sized organizations, expertise in federal and state payroll tax law, and operational familiarity with SuccessFactors and associated modules (ACT, WFS, EC, ECP). Required insurance includes professional liability of $100,000, commercial general liability of $1,000,000, automobile liability of $500,000, and workers' compensation coverage. Consultants must provide three to five references demonstrating prior payroll audit experience.

Estimated contract value, contract term, and contract commencement date are not specified in the RFP. Price accounts for 20 percent of Phase 1 scoring (100 points total). Phase 1 evaluation weights experience at 25%, qualifications at 20%, timeline at 15%, methodology at 10%, and references at 10%. Phase 2, based on presentations by shortlisted firms, evaluates approach and methodology at 40%, communication and facilitation skills at 30%, and qualifications at 30%. GRU will negotiate with the highest-ranked firm and may proceed sequentially to lower-ranked firms if negotiations fail.

Questions are due July 6, 2026 at 4:00 p.m. An evaluation meeting is scheduled for July 23, 2026 at 10:00 a.m., shortlisting on July 24, presentations on August 6 at 1:00 p.m., and intent to award on August 10. Responses must be submitted electronically via the GRU e-Procurement Portal. All respondents must complete required certifications including a Respondent Certification Form, Drug-Free Workplace Certification, and Anti-Human Trafficking Affidavit.