SOLICITATION NOTICE
R -- Payroll Outsourcing
- Notice Date
- 10/17/2006
- Notice Type
- Solicitation Notice
- NAICS
- 541214
— Payroll Services
- Contracting Office
- Agency for International Development, Overseas Missions, Egypt USAID-Cairo, Department of State Unit #64902, APO, AE, 09839
- ZIP Code
- 09839
- Solicitation Number
- 263-07-001
- Response Due
- 11/2/2006
- Archive Date
- 2/11/2007
- Description
- The United States Agency for International Development (USAID) in Egypt is issuing a combined Synopsis/Request for Quotation No. 263-07-001 for commercial items. This announcement constitutes the only request for quotation; proposals are being requested. The total estimated cost (TEC) over 5 years is in the $200,000 ? $400,000 range The United States Agency for International Development (Agency) seeks an integrated time and attendance and payroll processing system. Because our U.S. personal service contractors (employees) operate worldwide and in often unusual working environments, the payroll system must allow the flexibility to adapt to the different and ever changing needs of the employees as well as meet U.S. regulations regarding salary payments and reporting. Potential payroll service providers must meet all of the following requirements: 1. The payroll system must be entirely web based. 2. On a biweekly basis, the payroll service provider?s system must be capable of recording data, processing transactions, and generating reports via the Internet. The system should also have the flexibility to allow authorized staff from overseas offices (Missions) to enter time and attendance for other Missions whose internet connection may not be available or functioning. There are 26 pay periods per calendar year. 3. The service provider must be intimately familiar with the US tax system (local, state, and federal). The payroll system must be able to deduct the required taxes from the gross salary payment, maintain a running balance of the taxes deducted each pay period based on the calendar year, and generate reports reflecting the amounts deducted for each employee and the overall total deducted for the year. The payroll system must also be able to generate Forms 941 ?Employer?s Quarterly Federal Tax Return? on a monthly and quarterly basis as well as yearly W-2 reports for each employee. 4. W-2 reports must be printed on a standardized form acceptable to the IRS and must reflect the employee?s gross salary, federal income tax deductions, social security deductions, Medicare deductions, any and all other income or deductions made on behalf of the employee. 5. The payroll system must provide the flexibility for the Agency and Missions to log on to a password protected web based system and access standard and create customized reports to download and print. The system must allow for each Mission and the Agency to have specific passwords, and access must be able to be restricted. The system must allow specific Missions to run reports for their specific employees. For example, the Mission in Egypt must be able to log onto the system and run a report showing a specific payment category for each of its employees for a specific time period. 6. Due to the changing political, economic, and social environments USAID operates in, the payroll system must have to the flexibility to record all pay categories that USAID uses. All different pay categories must be tracked and maintained by the service provider. Frequent changes to employee salaries, benefits, and location demand that the system be user friendly and easily updated via the Internet with the latest employee information. 7. Employees are eligible for different leave categories such as sick leave and annual leave. Because these leave categories accrue at different rates based on years of service, the system must be able to track leave at different rates as well as maintain running balances of both used and unused leave. Annual leave accrues at 4 hours, 6 hours, or 8 hours per pay period depending on the employee?s length of service. Sick leave accrues at 4 hours per pay period regardless of length of service. The system must also be able to be easily updated to incorporate any changes in accrual rates for employees. 8. Employees may contribute a portion of their salary to an individual retirement plan. The payroll system must be able to deduct employee contributions by either a percentage of salary basis or by a specified dollar amount, and it should not allow retirement contributions to exceed limits set by US government regulations. Because contribution limits vary based on a variety of factors such as age and gross salary amount, the system must be flexible enough to easily accommodate changing contribution amounts. The system must also maintain running deduction balances for employees and generate bi-weekly and yearly reports reflecting per period and cumulative total balances. 9. The payroll provider must submit an electronic file containing all payroll activity for each particular pay period that the Agency will use for payment and posting. 10. The payroll service provider must be able to demonstrate that their system complies with the Privacy Act requirements with respect to safeguarding all sensitive data from unauthorized access and use. 11. The payroll service provider must provide 24 hour per day technical support for its system. 12. The payroll service provider must have a toll free customer service number. 13. The Agency plans to begin using the payroll system at a pilot Mission or Missions prior to implementing the payroll system agency wide. The payroll service provider must be able to accommodate the Agency?s implementation plan. Implementation under the contract will occur over one year followed by 4 (one) year options. Details of the Request for Quotation (RFQ) are as shown on the solicitation file. Please pay careful attention to and complete in full Section D.4 52.212-3 Offeror Representations and Certifications ? Commercial Items. Failure to do so may result in a determination of non-responsiveness. Offerors should carefully consider Section D.2 FAR 52.212-1, Instructions to Offerors?Commercial and FAR 52.212-2, Evaluation?Commercial Items. Offerors may submit questions in writing, by email to Mr. Botros Wilson, Contract Specialist, at the USAID ? Cairo, Egypt, Payrolloutsource@usaid.gov . The deadline for receipt of questions and/or requests for clarifications 17:00 hours local Cairo time, October 27, 2006. No questions will be accepted after this date. If your organization decides to submit a proposal in response to this Request for Quotation, it must be submitted electronically via email to the following email address: Payrolloutsource@usaid.gov No phone requests will be accepted. The USG reserves the right to reject any and all offers received. Final award of any resultant contract cannot be made until funds have been fully committed through internal USAID procedures. USAID shall not be liable for any costs incurred by offerors in the preparation and submission of an offer. This program is authorized in accordance with the Foreign Assistance Act of 1961, as amended. Any resulting award from this RFQ will be administered in accordance with applicable FAR and AIDAR provisions and clauses.
- Place of Performance
- Address: USAID Missions Worldwide
- Country: EGYPT
- Country: EGYPT
- Record
- SN01166383-W 20061019/061017220029 (fbodaily.com)
- Source
-
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