Payroll services

Washington County, Oregon has issued a Request for Proposal (RFP No. 2022.003-RFP) seeking a payroll services provider for the Washington County Fair Board. The five-year contract will cover payroll processing for the fair's temporary staff from 2022 through 2026, involving approximately 50-60 temporary employees in roles such as parking attendants, ticket sellers, cashiers, security supervisors, and information booth staff. The selected contractor will serve as the employer of record, responsible for comprehensive payroll administration including tax withholdings, benefits processing, paycheck issuance, timesheet management, and personnel administration. The contractor must handle a diverse workforce that includes workers aged 14 and older, primarily employed during the 10-day annual fair in July. The proposal evaluation will be points-based across five criteria: cost (30 points), statement of qualifications (20 points), service requirements (25 points), contract startup plan (5 points), and equity, diversity, and inclusion practices (20 points). Proposals were due by 2:00 pm on February 4, 2022, with contractor selection anticipated by February 25, 2022.

The contract includes comprehensive insurance requirements mandating multiple coverage types, including Commercial General Liability ($1,000,000/$2,000,000), Automobile Liability ($1,000,000), Professional Liability ($1,000,000/$2,000,000), Workers' Compensation, Pollution/Asbestos Liability ($1,000,000), Cyber Liability ($1,000,000), and Physical Abuse and Molestation Insurance ($1,000,000). The estimated annual expenditure for this contract is approximately $500,000, with pricing structured as a percentage markup on each employee's base salary/wage. The contract allows for wage rate adjustments based on minimum wage changes and provides flexibility for the fair to modify base pay rates. While no specific set-aside designations or disadvantaged enterprise requirements were explicitly mentioned, the evaluation criteria's inclusion of equity, diversity, and inclusion practices suggests a commitment to inclusive procurement. The contract will require the selected vendor to integrate with existing county administrative systems and provide detailed personnel management services for the Washington County Fair Board.