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:
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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;
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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:
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Criteria Weighting Points 1-5 (5 is the
Factor highest)
TECHNICAL CRITERIA 25% 1-5
Vendor's proposal demonstrates a clear
understanding of the scope of work and related
objectives
MANAGEMENT CRITERIA 25% 1-5
History and experience in performing similar
work. Availability of personnel, facilities, and
equipment.
Qualification and experience of personnel.
Significant experience representing Government
entities of similar budget.
PAST EXPERIENCE & PERFORMANCE 25% 1-5
References, including Prior Experience in the City
of Union City, or similar entity
COST CRITERIA 25% 1-5
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 12" x 11" paper.
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STATEMENT CONCERNING ETHICS COMPLAINTS
I, ___________________, of full age and to the best of my knowledge and
belief, as of the date of this Certification, hereby certify as follows:
1. I am the _____________ in connection with the firm, entity,
partnership, sole proprietorship which entity is submitting this proposal to the City of
Union City.
2. I am aware of no prior or pending ethics complaints against myself or
any firm or entity.
I hereby certify that the foregoing statements made by me are true. I am
aware that if any of the foregoing statements made by me are willfully false, I am
subject to punishment.
Dated: _________________ By: ________________________
Print Name: __________________
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STATEMENT OF OWNERSHIP DISCLOSURE
N.J.S.A. 52:25-24.2 (P.L. 1977, c.33, as amended by P.L. 2016, c.43)
This statement shall be completed, certified, and included with all bid and proposal
submissions. Failure to submit the required information is cause for automatic rejection of the
bid or proposal.
Name of
Organization:_____________________________________________________________
Organization
Address:_________________________________________________________________
Part I Check the box that represents the type of business organization:

Sole Proprietorship (skip Parts II and III, execute certification in Part IV)

Non-Profit Corporation (skip Parts II and III, execute certification in Part IV)

For-Profit Corporation (any type) Limited Liability Company (LLC)

Partnership Limited Partnership Limited Liability Partnership (LLP)

Other (be specific): ______________________________________________
Part II

The list below contains the names and addresses of all stockholders in the corporation
who own 10 percent or more of its stock, of any class, or of all individual partners in
the partnership who own a 10 percent or greater interest therein, or of all members in
the limited liability company who own a 10 percent or greater interest therein, as the
case may be. (COMPLETE THE LIST BELOW IN THIS SECTION)
OR

No one stockholder in the corporation owns 10 percent or more of its stock, of any
class, or no individual partner in the partnership owns a 10 percent or greater interest
therein, or no member in the limited liability company owns a 10 percent or greater
interest therein, as the case may be. (SKIP TO PART IV)
(Please attach additional sheets if more space is needed):
Name of Individual or Business Entity Home Address (for Individuals) or Business Address
[continued on next page]
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Part III DISCLOSURE OF 10% OR GREATER OWNERSHIP IN THE
STOCKHOLDERS, PARTNERS OR LLC MEMBERS LISTED IN PART II
If a bidder has a direct or indirect parent entity which is publicly traded, and any person
holds a 10 percent or greater beneficial interest in the publicly traded parent entity as of
the last annual federal Security and Exchange Commission (SEC) or foreign equivalent
filing, ownership disclosure can be met by providing links to the website(s) containing the last
annual filing(s) with the federal Securities and Exchange Commission (or foreign equivalent)
that contain the name and address of each person holding a 10% or greater beneficial interest in
the publicly traded parent entity, along with the relevant page numbers of the filing(s) that
contain the information on each such person. Attach additional sheets if more space is
needed.
Website (URL) containing the last annual SEC (or foreign equivalent) Page #'s
filing
Please list the names and addresses of each stockholder, partner or member owning a 10 percent
or greater interest in any corresponding corporation, partnership and/or limited liability company
(LLC) listed in Part II other than for any publicly traded parent entities referenced above.
The disclosure shall be continued until names and addresses of every noncorporate stockholder,
and individual partner, and member exceeding the 10 percent ownership criteria established
pursuant to N.J.S.A. 52:25-24.2 has been listed. Attach additional sheets if more space is
needed.
Stockholder/Partner/Member and Corresponding Entity Home Address (for Individuals) or
Listed in Part II Business Address
[continued on next page]
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Part IV Certification
I, being duly sworn upon my oath, hereby represent that the foregoing information and any
attachments thereto to the best of my knowledge are true and complete. I acknowledge: that I
am authorized to execute this certification on behalf of the bidder/proposer; that the City of
Union City is relying on the information contained herein and that I am under a continuing
obligation from the date of this certification through the completion of any contracts with City
to notify City in writing of any changes to the information contained herein; that I am aware
that it is a criminal offense to make a false statement or misrepresentation in this certification,
and if I do so, I am subject to criminal prosecution under the law and that it will constitute a
material breach of my agreement(s) with the, permitting the City of Union City to declare any
contract(s) resulting from this certification void and unenforceable.
Full Name (Print): Title:
Signature: Date:
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NON-COLLUSION AFFIDAVIT
STATE OF NEW JERSEY )
) ss.:
COUNTY OF )
I, ______________________________residing at ________________________ in the
City/Town/Township/Borough/Village of ____________________________ and State of ,
_______________________ of full age, being duly sworn upon oath and say:
I am of the firm of
the bidder making the bid for the above-named project with full authority to do so; and I state
that the bidder has not, directly or indirectly, entered into any agreement, participated in any
collusion, or otherwise taken any action in restraint of free, competitive bidding in
connection with the above-named project and/or bid, and that all statements contained in said
bid and in this affidavit are true and correct, and made with full knowledge that the City of
Union City relies upon the truth of the statement contained in said bid and in the statement
contained in this Affidavit in awarding the contract for the said project and / or material bid.
I further wan-ant that no person or selling agency has been employed or retained to
solicit or secure such contract upon an agreement or understanding for a commission,
percentage, brokerage or contingent fee, except bona fide employees or bona fide established
commercial or selling agencies maintained by (Name of Contractor)
____________________ (N.J.S.A. 52:34-15).
By:
Type or print name of affiant under signature
Subscribed and sworn to before me
this day of , 2026.
_____________________________________
Notary Public of New Jersey
My commission expires:
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