Basic Information

Reference Number

0000077403

Issuing Organization

Municipality of North Grenville

Owner Organization

Municipality North Grenville

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

NG_Tres_18-01

Title

Outsourcing Payroll Services

Source ID

PU.MU.ON.551535.C94107

Agreement Type

Open Bidding (OB)

Details

Location

Canada, Ontario, National Capital Region

Delivery Point

Municipality of North Grenville

Purchase Type

Duration: annually for up to 5 years

Description

The Municipality of North Grenville is seeking proposals from qualified service providers for on-going professional payroll services. Functions to be included in the proposed managed payroll solution include but are not limited to:
1) All Payroll Data Entry and System Configurations

Calculate retroactive pay
Calculate stat pay
Administer wage garnishments
Configure earnings, deductions, new pay codes, pay calendars and taxable benefits
Configure calculations for special deductions such as unions, benefits and OMERS Pension Plan
Ensure compliance with all Provincial and Federal legislation as well as agencies such as WSIB
Audit input data for completeness and reasonableness
Import/enter hours
Enter new hires, terminations, returns, and department changes

2) All Pay Cycle Processing Functions

Verify balances for pay cycle
Run payroll preview and Payroll Summary Report to validate output before final processing
Conduct reasonableness checks and trend analysis to identify significant variances between pays
Submit pay to system for processing
Pay employees via EFT or checks and issue pay statements

3) All Off-cycle Activities

Process off-cycle payments and extra runs
Administer stop checks and overpayments
Manual check input
Generate ROEs
Enter and process annual increases and bonus payouts

4) All Reports, Reconciliations and Remittances

Account reconciliation
Submit required government reports
Remit to 3rd parties with required reports
Update 3rd parties with interface files
Remit government taxes
Produce payroll reports
Generate General Ledger data

5) All Year-end Processing

Plan and lead the year-end activities
Audit year-end data for completeness and reasonableness
Input year-end adjustments
Create tax forms
File year-end summaries: T4, RL-1, CSST, EHT, WSIB, WCB
Remit to CRA, RELEVEF, CSST, WSIB, EHT

6) All Other Pay Administrative Activities

Maintain best practices to ensure quality, compliance and privacy
Hire, train and manage bonded and certified payroll specialists
Plan for business continuity and disaster recovery
Employee enquiry handling and verification of employment
Plan and make changes to payroll configuration in support of organization changes to policies and processes (change controls)
Agency audit and inquiry support
Answer internal payroll enquiries
Maintain payroll systems and software (servers, data centers, updates)

Dates

Publication

2018/02/01 10:27:29 AM EST

Bid Intent

Not Available

Question Acceptance Deadline

2018/02/16 04:00:00 PM EST

Questions are submitted online

Closing Date

2018/02/23 12:00:00 PM EST

Contact Information

Kirsten Rahm

613-258-9569 ext. 108

krahm@northgrenville.on.ca

Buyer Preferences, Guidelines & Requirements

General Requirements

- Insurance Required

- Training Required

Bid Submission Process

Bid Submission Type

Physical Bid Submission

Additional Bidding Instructions

Please provide two (2) copies of the proposal in a sealed package, clearly identified as to the contents and addressed to:

          The Municipality of North Grenville
          285 County Road 44
          Box 130
          Kemptville, ON   K0G 1J0
          Attention: Nicole Zywicki
                           Director of Finance/Treasurer

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