SOLICITATION NOTICE
R -- T&A and Payroll Processing System
- Notice Date
- 12/5/2006
- 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, UNITED STATES
- ZIP Code
- 00000
- Solicitation Number
- 263-07-008
- Response Due
- 12/16/2006
- Archive Date
- 2/28/2007
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Implementation under the contract will occur over one year followed by 4 (one) year options. The total estimated cost (TEC) over 5 years is in the range of $50,000 - $100,000. Solicitation number for this RFQ : 263-07-008 is a Request For Quatation (RFQ). The following Provisions and Clauses are incorporated into this RFQ by reference & are in effect through Federal Acquisition Circular 05-14 November 22, 2006. No addenda apply to these Provisions and Clauses. FAR 52.212-1, Instructions to Offerors-Commercial, applies to this acquisition and no addenda apply to this provision. Please pay careful attention to and include a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications -Commercial Items, with the offer. Failure to do so may result in a determination of non-responsiveness. FAR 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition and no addenda apply to this provision . FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items, applies to this acquisition and a statement regarding which, if any, of the additional FAR clauses cited in the clause are applicable to the acquisition. The Geographic code for this procurement is 000 The following is a list of contract line item number(s) and items, quantities (qty) and units of measure (U), Unit Price (UP) and Total Amount (TA): 1A:Base Year, from 1-50 employees:(qty) TBD (U) ea (UP)__$ (TA)__$ TBD; 1B:Base Year, from 51-100 employees:(qty) TBD (U) ea (UP)__$ (TA)__$ TBD; 1C:Base Year, from 101 - 150 employees:(qty) TBD (U) ea (UP)__$ (TA)__$ TBD; 2A:Option Year 1 from 1 - 50 employees:(qty) TBD (U) ea (UP)__$ (TA)__$ TBD; 2B:Option Year 1 from 51 - 100 employees:(qty) TBD (U) ea (UP)__$ (TA)__$ TBD; 2C:Option Year 1 from 101 - 150 employees:(qty) TBD (U) ea (UP)__$ (TA)__$ TBD; 3A:Option Year 2 from 1 - 50 employees:(qty) TBD (U) ea (UP)__$ (TA)__$ TBD; 3B:Option year 2 from 51 - 100 employees:(qty) TBD (U) ea (UP)__$ (TA)__$ TBD; 3C:Option Year 2 from 101 - 150 employees:(qty) TBD (U) ea (UP)__$ (TA)__$ TBD; 4A:Option Year 3 from 1 - 50 employees:(qty) TBD (U) ea (UP)__$ (TA)__$ TBD; 4B:Option year 3 from 51 - 100 employees:(qty) TBD (U) ea (UP)__$ (TA)__$ TBD; 4C:Option Year 3 from 101 - 150 employees:(qty) TBD (U) ea (UP)__$ (TA)__$ TBD; 5A:Option Year 4 from 1 - 50 employees:(qty) TBD (U) ea (UP)__$ (TA)__$ TBD; 5B:Option year 4 from 51 - 100 employees:(qty) TBD (U) ea (UP)__$ (TA)__$ TBD; 5C:Option Year 4 from 101 - 150 employees:(qty) TBD (U) ea (UP)__$ (TA)__$ TBD; (4) Description of requirements for the items to be acquired. The United States Agency for International Development (Agency) seeks to acquire a time and attendance (T&A) system and a payroll processing system. These two systems must be fully integrated and seamlessly function together. Because our U.S. personal service contractors (employees) operate worldwide and in often unusual working environments, the T&A and payroll systems 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. Due to the sensitivity of payroll, timing, and an effort to reduce the Agency's management burden, the Agency seeks to acquire services from one service provider with proprietary T&A and payroll systems. Therefore, the Agency prefers that these systems are not subcontracted to a third party or parties as : (a) dealing only with the prime and not subcontractors would represent the "best value" for USAID and (b) given the low dollar amount of the contract, we do not see a need for subcontracting. Potential Time and Attendance and Payroll service provider must meet all of the following requirements: 1. The payroll system must be entirely web based and accessible via the internet. Proposals which require the Agency to install hardware or software onto its computer systems will not be considered. 2. On a biweekly basis, the service provider's time and attendance system must be capable of recording all time and attendance information 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 upload the information from their T&A system into their payroll system. Time and attendance information will be entered by the Missions, and the service provider will process the payroll. The Agency must be able to access the service provider's system to generate payroll reports after all payroll calculations have been made. 4. 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. 5. The service provider must produce all necessary reports required by the IRS. These reports must be sent to the Agency, preferable via email in PDF format. 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. 6. Bi-weekly pay stubs must contain all relevant payroll information. All income and deduction items must be displayed separately. Federal taxes paid by the employer must be displayed as a separate line item from federal taxes paid by the employee. 7. 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 specific payment categories paid to each of its employees for a specific time period. 8. 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. 9. 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. 10. 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. 11. The service provider must submit an electronic file containing all payroll activity for each particular pay period that the Agency will use for payment and posting. 12. The 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. 13. The service provider must provide 24 hour per day technical support for its system. 14. The service provider must have a toll free customer service number. The toll free number must be accessible from anywhere within the United States. 15. The Agency plans to begin using the payroll system at a pilot Mission or Missions prior to implementing the payroll system agency wide. The service provider must be able to accommodate the Agency's implementation plan. FAR 52.212-2, Evaluation-Commercial Items applies. The following specific evaluation criteria is to be included in paragraph (a) of that provision. (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: I- Technical ability: Must accomplish the technical requirements set forth in the Statement of Work and protect personal information. 1) The Offerors must provide a detailed description of all the training and customer service they provide for their Time and Attendance and Payroll System; for example, web based training, dedicated account manager, etc. 2) The Agency will not install any hardware and/or software onto its computer systems. Therefore, proposals requiring the Agency to install hardware and/or software will not be considered. 3) The Offerors must demonstrate how they are in compliance with the Privacy Act. 4) The Offerors should describe the level of internet and system security they provide. 5) The services to be provided to the Agency must be explicitly written in their proposals. Should the Agency be directed to an Offerors website for additional information, the Offeror must make it clear in their written proposals which services are being offered. The Agency will not evaluate any product or service which is not explicitly stated in the Offeror's written proposal. 6) The Offerors must provide an online demo version of their entire web based Time and Attendance and Payroll System. The demo version must be accessible via the internet, preferably through the Offeror's website. Using the online demo version, the Agency must be able to simulate all transactions as described in the Statement of Work. The Agency will use the demo version to evaluate the following criteria. a. The demo version should provide a clear picture of the time and attendance system and how it operates. b. The Offerors will be evaluated on the flexibility of their payroll system to create customized reports. c. The Offerors' software should be user-friendly and require minimal supervision and support to operate. The software should be intuitive to the users in the Agency. d. The Offerors will be evaluated on the flexibility of the system to incorporate changes to an employee's payroll information, i.e. changes in pay rates and leave accrual rates. 7) Due to the sensitivity of payroll and an effort to reduce the management burden, the Agency seeks to acquire services from one service provider with proprietary T&A and payroll processing systems. Therefore, the Agency prefers that these systems are proprietary and not subcontracted to a third party or parties as : (a) dealing only with the prime and not subcontractors would represent the "best value" for USAID and (b) given the low dollar amount of the contract, we do not see a need for subcontracting. II- Past performance: 1) The Offeror shall submit a list of all past or current grants, contracts and subcontracts awarded within the last three years for efforts which are similar in scope, magnitude and complexity to that which is detailed in the Statement of Work (SOW). The list shall include the name, telephone number, and e-mail of at least three contacts. If the contractor had any previous USAID awarded contracts, please provide the names of USAID CTOs (Cognizant Technical Officer) for that contract. Names of CTOs submitted will count toward satisfying the minimum requirements for three contacts required. It is recommended that the Offeror alert the contacts that their names have been submitted and that they are authorized to provide past performance information when requested 2) Offerors shall describe any quality awards or certifications that indicate exceptional capacity to provide the service or product. 3) USAID may use past performance information obtained from other than the sources identified by the Offeror. Past performance information will be used for both the responsibility determination and best value decision. Offerors are required to fill the Unit Price (UP) for each line item for the different number of employees ,as indicated above, for the base year and for each year of the 4 (one) option year. All evaluation factors other than cost or price when combined are approximately equal to cost or price. The Government intends to award a contract resulting from this solicitation to the responsible offeror whose proposal represent the best value after evaluation in accordance with the factors and subfactors as set forth in this solicitation. 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. Offerors may submit questions in writing, by email to Mr. Botros Wilson, Contract Specialist, at the USAID - Cairo, Egypt, bwilson@usaid.gov . The deadline for receipt of questions and/or requests for clarifications 17:30 hours, Cairo local time, December 9, 2006. No questions will be accepted after this date. This solicitation closes on December 16, 2006, at 17:30 hours , Cairo Local Time. If your organization decides to submit a proposal in response to this solicitation, it must be submitted electronically via email to the following email address: bwilson@usaid.gov
- Place of Performance
- Address: Egypt
- Country: EGYPT
- Country: EGYPT
- Record
- SN01190700-W 20061207/061205220141 (fbodaily.com)
- Source
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