Invitation to Bid
Payroll Services
______________________________________________________
GENERAL INFORMATION
Fulton County Job & Family Services (hereinafter, FCJFS) is receiving proposals for payroll services for
Fulton County Workforce Development, and the OhioMeansJob Center – Fulton County. This involves
providing payroll services for youth work experiences. FCJFS wishes to contract with an experienced
business to provide these payroll services.
Timetable
December 8, 2025
December 17, 2025 @4:00 pm
December 19, 2025 @4:00 pm
December 23, 2025 @ 10:20 am
January 1, 2026, to December 31, 2026
Request for Proposals (RFP) Released
Deadline for Submitting Questions
Deadline for Submitting Proposals
Public Meeting to Award Contract
Contract Period
Contact Person
Melissa LaFountain, Fiscal Supervisor
Fulton County Job & Family Services
604 S. Shoop Avenue, Suite 200,
Wauseon, OH 43567
419-337-0010 Ext. 1862
FAX 419-335-9628
E-mail: Melissa.LaFountain@jfs.ohio.gov
Written questions concerning this Request for Proposal (RFP) may be submitted to FCJFS at the address
below or via e-mail to Melissa.LaFountain@jfs.ohio.gov by December 17, 2025, at 4:00 p.m. FCJFS will
endeavor, but shall not be required, to answer any such request for information. If it does, the
answers shall be provided to all persons/firms who have received copies of this RFP and posted online.
Sealed bids must be received at the address below by 4:00 pm on December 19, 2025.
Conflict of Interest
No vendor will promise or give to any FCJFS employee anything of value that could influence the
employee in their decision on awarding contracts/vendor agreements. No vendor will try to influence
an employee of FCJFS to violate any procurement policies of the agency, the Ohio Revised Code, or
Federal Procurement Regulations.
Availability of Funds
This RFP and all agency contracts/vendor agreements are contingent on the availability of funds. If,
during the ITB process, funds are not available for the proposed services, the ITB process will be
canceled. The vendor will be notified at the earliest possible time. FCJFS is not required to
compensate the vendor for any expenses incurred resulting from the ITB process.
VENDOR PROJECT REQUIREMENTS
Project Description
FCJFS is seeking a vendor(s) for the following listed below:
• Payroll Services including hourly rate paid to participants, FICA, Workers’
Compensation Tax Burden Percentage, State & Federal unemployment tax percentage.
• Assuming the risk and exposure as it relates to Unemployment and Workers' Comp
and ACA
• Cost of internal resources for the onboarding and paperwork processing for the new
employees.
• Payroll administration costs associated with collecting time, verification of hours, and
payroll processing.
• Producing the required reporting per the agreement.
Project Characteristics
The vendor must be:
1. Culturally responsive in the work provided.
2. Respectful of the clients enrolled in the program.
Vendor Requirements
Familiarity with Fulton County is beneficial but not required. Experience is taken into consideration
with vendor selection.
Must be licensed to conduct work in the State of Ohio.
Must be registered with the System for Award Management (SAM.gov)
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Exclusions
Funds may not be used to pay for:
1. Medical, psychological, psychiatric, therapeutic, diagnostic services or treatment.
2. Services that can be paid for by third-party resources such as Medicaid, private health
insurance, etc.
3. Construction or purchase of facilities or buildings.
4. Purchase of equipment.
Target Population
This proposal is for payroll services targeting Fulton County residents, mainly young adults.
Project Deliverables
The vendor must be able to measure and report the following statistical information during the
contract period:
Service Delivery Expectations:
● Payroll to clients timely.
• Invoices to JFS timely.
Output Effectiveness:
• Monthly payroll report submitted by the 10th of each month.
Billing Requirements
A monthly invoice must be submitted via email to Fulton_Fiscal@jfs.ohio.gov by the 10th of each
month, following the month in which advertisements were posted. The invoice should include the
total number of units based on the Output Effectiveness.
SUBMITTING BIDS
Delivery of Bids
Vendors must mail or deliver one signed, sealed original proposal to Fulton County Job & Family
Services, 604 S. Shoop Avenue, Suite 200, Wauseon, Ohio 43567, no later than 4:00 p.m., December
19, 2025.
Acceptance and Rejection of Bids
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FCJFS reserves the right to reject any or all Bids.
Opening of Bids
The sealed bids will be opened by FCJFS in a public meeting on December 23, 2025, at 10:20 am at
Fulton County Commissioners, 152 S. Fulton St. Wauseon, Ohio, in the 2nd floor conference room.
Contract Period-Funding & Invoicing
The contract begins on January 1, 2026, and ends on December 31, 2026. The vendor shall claim
payment only for eligible services provided, in the amount determined by the negotiated budget.
Reimbursement by FCJFS will be made within 30 days of receipt of qualified weekly invoices and any
required documentation or revisions.
Confidentiality & Security
Any vendor that has access to confidential information will be required to keep that information
confidential.
CONTRACT COMPLIANCE REVIEW AND MONITORING POLICY
The contracting process requires the completion of contract compliance reviews, or monitoring, to
ensure FCJFS receives quality and cost-effective services.
The scope of the review will be for any given month within the vendor agreement period.
Components of a Review-Financial and Service
Financial reviews are an examination of financial records that can include general ledger journal
entries, payroll ledgers, invoices, bank statements, detailed trial balances, annual financial statements,
Board minutes, etc. Actual program expenses are reviewed and compared to the program budget
submitted to FCJFS to determine the actual cost of the program and the appropriateness of expenses
claimed.
Service reviews can include an examination of records, quality and quantity assurance data,
observation of activities (when appropriate), and/or customer satisfaction surveys. If the vendor has
had a recent audit, FCJFS requires a copy of that audit be submitted to FCJFS.
Actual service documentation will be compared with services invoiced to and reimbursed by FCJFS.
A copy of the review report will be given to the vendor and filed with the vendor agreement. All issues
reported must be resolved. When determined necessary by FCJFS, another review will be completed
within the vendor agreement period. This mini review will be to determine and ensure adherence to
the compliance reports recommendations.
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BID FORMAT
Proposal Format
To simplify the process of evaluating bids, and to assure each proposal receives the same review, all
bids must be submitted in the following format. Bids must contain all the items listed here in the
format provided. Proposal sections must be numbered corresponding to the following format:
• Cover Sheet Form
• Proposal Narrative
• Budget
• Copies of agency professional certifications and resumes, if applicable.
Proposal Format
The elements listed below should be included in a detailed narrative format.
• Summary: A statement as to the intent of the proposal, the basic program approach.
• Program Description: A detailed narration of your planned implementation and delivery of
marketing services.
• Goals/objectives and performance and effectiveness levels: Discuss project deliverables as
specified in this RFP; the projected number of hits/impressions.
• Justification for budget costs: Discuss in detail the budget line-item costs proposed and their
justification. Develop and define a unit cost.
• Fiscal capacity: Describe your process to capture and report fiscal information, processing
payments, etc. What safeguards are in place to ensure fiscal accountability?
• Reporting requirements: Describe how you will comply with the reporting requirements
that are outlined in this RFP.
Budget
The total cost of the project is important in evaluating the bids. The vendor must demonstrate how
costs are related to the service presented in the proposal.
Attachments
Budget Form
Cover Sheet Form
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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
