Payroll Services

THE CITY OF UNION CITY

Request for Proposals to Provide Payroll Services to the City of Union City

Introduction

The City of Union City (“City”) is requesting qualifications and proposals in response to this Request for Proposals (“RFP”) for the provision of fixed asset inventory appraisal and management system services (“Services”) to the City as directed by the Board of Commissioners or other appropriate official within the City for a one (1) year contract period.  The City reserves the right to extend the contract for up to an additional four (4) one (1) year periods at the discretion of the City upon the same terms and conditions, and in accordance with applicable law. The City seeks Proposals in accordance with the Competitive Contract Procedures (N.J.S.A. 40A:11-4.1 et seq.).

Required Services/Credentials:

1. Provide bi-weekly payroll processing (26 times per year) with an average of 1,150 during the course of a year, with special calculations for “two” free payrolls per year.
   
   
2. Web access – online data entry of payroll.
   
   
3. Payroll delivery of checks and reports by courier to the Payroll Department not later than 24 hours prior to the effective date of the distribution of the payroll.
   
   
4. Direct deposit with any institution.
   
   
5. Check signing and envelope insert service.
   
   
6. Tax payment and filing services (withholding and depositing) with tax and penalty coverage for any errors, including Report Filing, Deposits and Payment of ALL required state and federal payroll taxes, assuming all responsibilities for timely filings and payments.
   
   
7. Employee training.
   
   
8. Implementation which includes process review and recommendations for improved efficiencies.
   
   
9. Online services for employees.
   
   
10. Report writing and filing of state pension reports - Compliance with PFRS, PERS, and DCRP Pension Reports, Loan Reports, and Payments (Biweekly, Quarterly, Annually).
    
    
11. Conversion from incumbent payroll vendor with all applicable reconciliations.
    
    
12. Provision of a payroll test or preview must be made available for review of potential errors prior to generation of payroll checks and direct deposits for every payroll.
    
    
13. Deduction accumulators.
    
    
14. Quarter/Year End reporting and delivery, including W-2 and 1099 preparation, processing, delivery and filing.
    
    
15. Benefit accrual (vacation, sick and personal days).
    
    
16. Export file for General Ledger payroll journal and/or input ready report (for Journal entry input).
    
    
17. Ability to track and have access to multiple prior year pay rates.
    
    
18. Help Desk, with immediate access to Customer Service/Technical Support, with shared/dual desk support capabilities.
    
    
19. Wage garnishment administration including the required payments to Third Party entities.
    
    
20. Payroll reporting, including:
    
    a. Bi-weekly Payroll registers.
    
    b. Payroll tax reports (Biweekly, Quarterly, Annually)
    
    c. Pension deduction reports (Biweekly, Quarterly, Annually)
    
    d. Payroll expense distribution reporting (Biweekly)
    
    e. Cumulative payroll reporting for gross payroll, pay compensation components, payroll taxes and other payroll deductions (Biweekly, Quarterly, Annually)
    
    f. Miscellaneous and Other Payroll deduction reporting (Biweekly, Quarterly, Annually)
    
    g. Wage garnishment reporting (Biweekly, Quarterly, Annually
    
    
21. Agency payment administration (Child Support, Insurances, Cafeteria Plan Benefits).
    
    
22. Deduction Codes --- need numerous.
    
    
23. Administer all Unemployment functions/claims processing.
    
    
24. Labor Distribution/EEO/Workman’s Compensation Reports.
    
    
25. Stop payments/voids/reversing direct deposits.
    
    
26. GTL Automated Calculations.

Required Information to Be Submitted with Qualifications:

1. Please denote your payroll data input cut-off for payroll processing.

2. Please define the customer support/help desk hours of operations.

3. What are the specific schedules pertaining to ACH for payroll taxes and direct deposits during payroll cycles?

4. Please describe your entity’s process for handling requests for tax and payroll

deductions for the preparation of manual paychecks.

Cost Proposal:

1. The costs of the proposal submitted to the Town shall be all-inclusive and each cost detailed by the type of service to be performed.
   
   
2. A SSAE 16 report shall be submitted with the proposal.
   
   
3. Proof of insurance coverage for losses of at least $500,000 must be submitted.
   
   
4. A copy of your most recent Audit Report.

Proposers should set forth in their proposals how the above services are to be accomplished and how the fees for those services will be paid. Proposers should also set forth what they will require from the City in order to provide the services.

Professional Information and Qualifications

Copies of these standardized submission requirements and selection criteria are on file and available from the Office of the City Clerk.  Each interested candidate shall submit the following information within the time permitted by law:

1. Name of firm, business organization, shareholders and directors with more than a ten per cent interest in the organization;
   
   
2. Any licenses, authorizations, and/or certifications held by the Proposer or employees of the Proposer (provide copies of all documents);
   
   
3. Address of principal place of business and all other offices and corresponding telephone and fax numbers for all individuals assigned to perform the services;
   
   
4. Description of the Proposer’s qualifications, number of years in business and a description of their relevant experience pertaining to operations of departments of public works, including ability to provide services to a city the size of Union City and its number of employees.  This includes a similar description for all key personnel. Demonstrate ability to comply with requirements in “Required Services” section of this RFP;
   
   
5. Experience in providing similar services for municipalities in New Jersey;
   
   
6. At least four (4) references, three (3) of which must have knowledge of your service to New Jersey public entities;
   
   
7. The organization’s ability to provide the services in a timely fashion (including staffing, familiarity and location of key staff);
   
   
8. Detailed cost proposal. Provide cost details, including rates and fees, broken down into specific services to be provided (if applicable), a flat fee or fee schedule, the names of each of the individuals who will perform the services and all expenses and costs for which the City will be responsible.  Also advise as to what facilities, materials and equipment the City will be responsible for providing (if any);
   
   
9. Any other information which the interested organization deems relevant;
   
   
10. Statement concerning Ethics Complaint (copy attached);
    
    
11. Statement of Ownership Disclosure (c.52:25-24.2) (copy attached);
    
    
12. Non-Collusion Affidavit (copy attached);
    
    
13. Proof of business registration with the New Jersey Division of Taxation (P.L. 2004 c. 57) (prior to award of contract);
    
    
14. If required by the City, provide criminal background check for all persons who will be assigned to provide services under this contract to the City after the contract is awarded and the contract is contingent upon receipt by the City of satisfactory background checks;
    
    
15. Disclosure of Investment Activities in Iran form (prior to award of contract. Form attached); and
    
    
16. Certification of Non-Involvement in Prohibited Activities in Russia or Belarus                                                    form (prior to the award of contract. Form attached).

Evaluation of Proposals/Selection Criteria:

It should be understood by each company submitting a proposal that the City must select a proposal that not only meets and conforms to the scope of work included in the RFP, but also offers clear and reasonable assurances of successfully meeting the City’s needs.  The criteria that will be considered in evaluating proposals are the criteria detailed in the table below.  They are weighted based on importance to the City.  The points awarded range from 0 to 5, with 5 being the highest score and 0 the lowest score.  After the points are awarded by the evaluator, the weighting factor will be applied and a total score will be calculated, which will then be recommended to the Board of Commissioners for the award of the contract.  Each area of the evaluation should be addressed in detail in the company’s proposal.  The criteria are as follows:

A contract, if awarded, shall be awarded as permitted by N.J.S.A. 40A:11-4.5. The City reserves the right to waive any informalities in, and/or reject any and all proposals as may be permitted by law. Under no circumstances shall the provisions of a proposal be subject to negotiation by the City.

Submission Requirements

Sealed proposals will be publicly opened by the City Clerk in Union City Hall, 3715 Palisade Avenue, Union City, Hall, at 10:00 am on June 23, 2026.  Sealed proposals must be received no later than 10:00 am on June 23, 2026 by:

Hilda Rosario, RMC

City Clerk

City of Union City

3715 Palisade Avenue

Union City, New Jersey 07086

Please submit one original and two (2) copies of the RFP.  Use white 8 ½” x 11” paper.

View Full Notice Document