PAYROLL SERVICES

CITY OF FERGUSON
REQUEST FOR PROPOSALS - PAYROLL SERVICES
1. INTRODUCTION
The City of Ferguson, Missouri ("City") is seeking proposals from qualified vendors to provide a
comprehensive Time & Labor, Payroll, Scheduling, and Timekeeping solution to support the City's
workforce.
The City currently has approximately 160 year-round employees, with seasonal staffing increasing to
approximately 250 employees between April and September. The proposed system must be scalable and
flexible enough to efficiently support the City's year-round and seasonal workforce.
The City is seeking a modern, reliable, secure, and user-friendly solution that will streamline payroll and
timekeeping processes, improve scheduling and employee self-service, reduce manual processes,
demonstrate strong customer support, implementation capabilities and provide employees and
supervisors with convenient access through web and mobile platforms.
2. PURPOSE
The purpose of this RFP is to identify a solution capable of providing integrated:
* Payroll Processing and Tax Services
* Time & Labor Management
* Scheduling and Timekeeping
* Time-Off Management, PTO, and Accruals
* Labor Distribution
* General Ledger (GL) Reporting
* Reporting and Analytics
* 401(k) Integration with MissionSquare Retirement
* Employee Navigator Integration
* Mobile Access and Employee/Supervisor Self-Service
* Geo-Fencing and Location-Based Timekeeping
* Integrations and Automated Data Exchange The proposed system should be scalable to
support the City's year-round and seasonal workforce.
The proposed solution should streamline payroll and workforce processes, reduce manual data entry,
improve data accuracy and reporting, and provide employees and supervisors with convenient access
to information and self-service tools.

3. REQUIRED FUNCTIONALITY
3.1 Payroll
The payroll module should provide comprehensive payroll processing and administration, including payroll
calculations, deductions, direct deposit, tax processing, overtime, adjustments, payroll approvals, payroll
reporting, and year-end processing.
The system should integrate directly with timekeeping, labor, and benefit data to minimize manual payroll
entry.
3.2 Tax Services
The solution should provide payroll tax calculation, filing, and payment services for applicable federal,
state, and local taxes.
Vendors should clearly identify the tax jurisdictions supported, filing responsibilities, compliance support,
and any additional tax service fees.
3.3 Time & Labor
The Time & Labor module should provide accurate tracking and management of employee hours,
overtime, attendance, leave, and other labor-related information.
The system should support applicable City policies, employee classifications, approval workflows, and the
automatic transfer of approved time to payroll.
3.4 Scheduling & Timekeeping
The system should provide scheduling and timekeeping functionality that allows authorized supervisors to
create, manage, and adjust employee schedules while allowing employees to easily view schedules and
record their time.
The solution should support varying work schedules, overtime, breaks, shift changes, and supervisor
approvals.
3.5 Time-Off Management / PTO / Accruals
The system should provide comprehensive time-off management, including PTO and other applicable
leave types, accrual calculations, balances, requests, approvals, and reporting.
The system should support varying accrual rules and employee classifications and automatically reflect
approved time off in timekeeping and payroll.

3.6 Labor & Distribution
The solution should provide labor distribution capabilities that allow employee hours and labor costs to be
allocated to the appropriate departments, divisions, funds, projects, grants, cost centers, or other
applicable accounting categories.
The system should support accurate labor costing and provide data that can be used for payroll and
accounting purposes.
3.7 Mobile Application
The solution should provide a secure and user-friendly mobile application for employees and supervisors.
Employees should be able to access applicable functions such as clocking in and out, viewing schedules
and timecards, requesting time off, reviewing notifications, and accessing applicable payroll information.
Supervisors should be able to review and approve time, manage schedules, and perform other applicable
supervisory functions through the mobile application.
3.8 Geo-Fencing / Location-Based Timekeeping
The system should provide geo-fencing or location-based timekeeping capabilities that allow the City to
establish approved work locations and control where employees may clock in or out.
Vendors should describe available geo-fencing capabilities, location verification, administrator controls,
reporting, and any associated costs.
3.9 Employee & Supervisor Self-Service / User-Friendly Functionality
The proposed solution should provide an intuitive and easy-to-use experience for employees, supervisors,
and administrators.
Employees should be able to independently access and update applicable information through their
online portal or mobile application, reducing the need for manual HR and payroll intervention.
The system should provide clear navigation, automated notifications, easy-to-understand workflows, and
self-service capabilities.

3.10 Reporting & Analytics
The solution should provide standard and customizable reporting and analytics related to payroll,
timekeeping, labor, schedules, overtime, attendance, leave, and workforce information.
The City should be able to generate routine and ad hoc reports and export data without requiring vendor
assistance.
3.11 General Ledger (GL) Reporting
The system should provide General Ledger reporting capabilities that allow payroll and labor information
to be organized and reported according to the City's accounting structure.
The solution should support GL-ready reports and/or files that can be used to facilitate payroll
reconciliation and accounting processes.
Vendors should describe available GL integrations, file formats, customization options, and any associated
fees.
3.12 Integrations & Data Exchange
The proposed solution should provide reliable integration and data exchange capabilities between payroll,
timekeeping, scheduling, benefits, retirement, accounting, and other applicable City systems.
Vendors should describe:
* Available standard integrations, APIs, and file-based data exchanges.
* Integration with MissionSquare Retirement for 401(k) contributions.
* Integration with Employee Navigator for benefits and employee enrollment information
* Integration between timekeeping, labor distribution, and payroll.
* Payroll and General Ledger data exchange capabilities.
* Frequency and timing of data transfers.
* Automated versus manual data exchange processes.
* Error notifications, reconciliation, and correction capabilities.
* Integration setup, maintenance, and any associated fees.
Any required integration fees should be separately identified.

4. IMPLEMENTATION & DATA MIGRATION
The vendor should provide a detailed implementation plan, including:
* Implementation timeline and project management.
* System configuration.
* Data migration from the City's existing system.
* Testing and payroll validation.
* Employee and administrator setup.
* Training.
* Go-live support.
* Post-implementation support.
* File Storage: Can files be stored locally, in the cloud, or off-site?
All implementation, configuration, data conversion, and migration costs should be clearly identified in the
proposal.
The vendor should provide training for City administrators, payroll/HR staff, supervisors, and employees.
Vendors should identify all included training and any additional training costs.
5. REPORTING & ANALYTICS
The system should provide standard and customizable reporting related to payroll, timekeeping, labor,
schedules, overtime, attendance, leave, and other workforce information.
The City should be able to generate routine reports and export data without requiring vendor assistance.
6. SECURITY
Vendors should describe their security and data protection practices, including:
* User authentication and role-based access.
* Multi-factor authentication.
* Data encryption.
* Audit trails.
* Backup and disaster recovery.
* Data retention.
* Security incident procedures.

7. CUSTOMER SUPPORT
Vendors must provide a clear description of their customer support model, including:
* Standard support hours.
* Emergency or after-hours support.
* Support methods.
* Response times and service-level agreements.
* Escalation procedures.
* Dedicated account representatives, if applicable.
* Payroll support during payroll processing.
Vendors should identify what support is included in the proposed pricing and what services may result in
additional charges.
8. PRICING
Vendors must provide transparent, itemized pricing for each component of the proposed solution.
Module / Service One-Time Cost Recurring Cost Pricing Basis
Payroll $ $
Time & Labor $ $
Scheduling & Timekeeping $ $
Mobile Application $ $
Geo-Fencing $ $
Employee/Supervisor Self-Service $ $
Reporting & Analytics $ $
Implementation $ N/A
Data Migration $ N/A
Integrations $ $
Training $ $
Customer Support $ $
Other Fees $ $

Vendors must clearly identify whether pricing is based on active employees, total employees, users,
payroll frequency, transactions, modules, or another pricing methodology.
Pricing should be provided based on the City's approximately 160 year-round employees and seasonal
workforce of up to 250 employees.
All minimum fees, transaction fees, implementation fees, annual increases, integration fees, and other
charges must be disclosed.
9. PAYMENT SCHEDULE
Vendors should provide a proposed payment schedule and identify the frequency of billing.
Please indicate whether fees are billed:
* Monthly
* Quarterly
* Annually
* Per payroll
* One-time
* Other
Any discounts for annual or multi-year payment arrangements should also be identified.
10. PROPOSAL RESPONSE GUIDANCE
To assist the City in reviewing and comparing proposals, vendors are encouraged to organize their
proposals using the general sections below. This structure is provided as a recommendation and is not
intended to limit the vendor's ability to present additional information or organize its proposal in a
different format.
Vendors should provide sufficient detail to clearly address the City's requirements and should identify any
areas where the proposed solution differs from the City's requested functionality.
Recommended proposal organization:
* Cover Letter
* Executive Summary
* Company Background and Qualifications
* Proposed Solution and System Overview
* Functional Capabilities
* Implementation and Data Migration
* Integrations and Data Exchange

* Security and Compliance
* Customer Support and Service Levels
* Training and User Support
* Pricing and Fees
* Payment Schedule and Terms
* Customer References
* Proposed Contract Terms
* Exceptions, Limitations, or Clarifications
* Additional Information
Vendors may include additional sections or supporting documentation they believe will assist the City in
understanding their solution, capabilities, pricing, and overall approach.
11. SYSTEM DEMONSTRATION
The City may request live demonstrations from selected vendors.
Demonstrations may include payroll processing, employee time entry, supervisor approvals, scheduling,
mobile functionality, geo-fencing, employee self-service, reporting, and other applicable features.
12. RFP SCHEDULE
Anticipated Go-Live 1/1/2027
13. GENERAL CONDITIONS
The City reserves the right to reject any or all proposals, request additional information, conduct vendor
demonstrations, negotiate with vendors, modify the RFP schedule, waive minor irregularities, and select
the proposal determined to be in the best interest of the City.
Issuance of this RFP does not obligate the City to enter into a contract or reimburse vendors for costs
associated with preparing a proposal.
14. PROPOSAL SUBMISSION
Proposals shall be submitted electronically to:
City of Ferguson, Missouri
Attn: LaVetta Pearson, Payroll & Benefits Administrator

Email: lpearson@fergusoncity.com
Proposal Due: October 9, 2026 @ 11am