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Lead Closed
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Payroll Services
BID #: 67
ISSUED: 8/6/2025
DUE: 8/20/2025
VALUE: TBD
100
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Executive Summary
The City of Orange Township is seeking proposals from qualified firms to provide comprehensive payroll processing and related services. The contract term is slated from September 1, 2025, to August 31, 2026, with the potential for extensions at the City's discretion. Key requirements include bi-weekly payroll processing for approximately 300-550 employees, tax filing, and compliance support, along with robust reporting capabilities. Respondents must submit one original and five copies of their proposal to the Finance Department, Room 206, 29 North Day Street, Orange, New Jersey 07050, by the submission deadline.
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Document Text
--- Document: RFP - Payroll Services ---
1
CITY OF ORANGE TOWNSHIP
REQUEST FOR PROPOSALS/QUALIFICATIONS FOR
PAYROLL SERVICES
CITY OF ORANGE
Contract Term
SEPTEMBER 1, 2025 – AUGUST 31, 2026
SUBMISSION DEADLINE
11:00 A.M.
AUGUST 20, 2025
ADDRESS ALL RESPONSES TO:
FINANCE DEPARTMENT, ROOM 206
29 NORTH DAY STREET
ORANGE, NEW JERSEY 07050
ATTN: NILE S. CLEMENTS, QUALIFIED PURCHASING AGENT
2
Public Notice
Request for Proposals/Qualifications
Notice is hereby given that the City of Orange will receive Responses to the RFP/Q
on Wednesday, August 20 at 11:00 A.M. in City of Orange, City Hall, 29 North Day
Street, Room 206, Orange, New Jersey for the following professional services:
PAYROLL SERVICES
Proposals are being solicited through a Fair and Open process in accordance with
N.J.S.A. 19:44A-20.4. Requests for Qualifications/Proposals (RFP/Q) may be
obtained at the City of Orange, 29 North Day Street, Orange, New Jersey 07050,
from Nile S. Clements, Qualified Purchasing Agent, between the hours of 9:00 A.M.
and 4:00 p.m., Monday through Friday. All questions regarding the RFP/Q must be
made in writing and directed to the Qualified Purchasing Agent. Questions may be
faxed to (973) 674-0621. Submissions must be made in the form required by the
specifications and one (1) original and five (5) copies must be delivered to reach the
Purchasing Agent prior to the time for the receipt of Proposal. All information
requested in the Request for Proposals must be provided or the submission may be
disqualified. Submissions must be sealed and plainly marked on the outside of the
sealed envelope to the services for which the Proposal is submitted. The City of
Orange Township reserves the right to reject any and all submissions, to waive any
informality in the RFP/Q process, and to accept any submissions which, in their
judgment, are most advantageous, price and other factors considered, and will best
serve the interest of the City of Orange Township. Submitters are required to comply
with the requirements of N.J.S.A. 10:5-31 et seq and N.J.A.C. 17:27.
3
ORGANIZATION REQUESTING PROPOSALS
CITY OF ORANGE TOWNSHIP
29 NORTH DAY STREET
ORANGE, NEW JERSEY 07050
CONTACT PERSON
NILE S. CLEMENTS
QUALIFIED PURCHASING AGENT
FINANCE DEPARTMENT, ROOM 206
29 NORTH DAY STREET
ORANGE, NEW JERSEY 07050
(973)952-6113
PURPOSE OF REQUEST
The City of Orange is requesting submissions from qualified individuals and/or firms to provide
specialized Payroll Services. Proposals will be evaluated based on the criteria in this RFP/Q. One
or more individuals/firms may be selected to provide services for City.
PERIOD OF CONTRACT
September 1, 2025 – August 31, 2026. The initial term may be extended at the City’s discretion.
CONTRACT FORM
The selected contractor will be required to execute the City's standard form agreement, which
includes provisions related to indemnification, insurance, termination, and licensing. A sample
draft contract is available upon request.
Acceptance of final payment will constitute full release of all claims against the City related to
work performed or materials provided under the contract.
DEFINITIONS
The following definitions shall apply to and are used in this Request for Proposal (RFP):
"City" refers to the City of Orange Township.
"RFP" - refers to this Request for Proposals, including any amendments thereof or
supplements thereto.
“Respondent" or "Respondents" - refers to the interested persons and/or firm(s) that
submit a Proposal.
4
"Consultant" or "Consultants" - refers to the interested persons and/or firm(s) that submit a
Proposal.
5
Request for Proposal (RFP) for Payroll
1. Introduction and Background
The City of Orange Township is soliciting proposals from qualified payroll service providers to
provide comprehensive payroll processing and related services for approximately 300 to 550
employees on a bi-weekly basis. The intent is to enter into a three-year service agreement with
the option to renew for up to two additional one-year terms.
The selected contractor must ensure:
Compliance with applicable federal, state, and local payroll regulations
Accurate processing
Robust reporting and support
2. Scope of Services
2.1. Payroll Processing
Bi-weekly payroll for all employees
Calculation of wages, tax deductions, benefits, garnishments
Support for varied employee classifications (e.g., hourly, salaried, seasonal, unionized)
Timekeeping integration
Distribution of electronic and paper pay stubs
Direct deposit management
2.2. Tax Filing and Reporting
File all federal, state, and local payroll taxes.
Issue year-end tax documents (W-2s, W-3s, 1099s).
Provide quarterly and annual payroll tax reports.
Ensure timely and accurate tax payments.
2.3. Human Resources & Compliance Support
Integration with retirement systems, benefit deductions, and union requirements.
New hire reporting and unemployment claims support.
ACA (Affordable Care Act) compliance tracking and reporting.
Workers’ Compensation reporting.
2.4. Reporting and Data Services
Custom and standard reports.
On-demand access to payroll history.
6
Audit logs and change tracking.
Secure employee and administrator portals
2.5. Customer Support & Training
Dedicated account representative.
Technical health desk and ongoing to support
Initial and refresher training for HR/payroll staff.
3. Proposal Requirements
Respondents must include:
Company Overview: History, ownership, size, and relevant experience with public
sector clients.
Description of Services: Detailed response to all Scope of Services outlined above.
System Capabilities: Information about payroll platforms/software used.
Implementation Plan: Onboarding and transition strategy, timeline, and data migration
approach.
References: Minimum of 3 references from municipal or public sector clients of similar
size.
Pricing: Complete pricing structure, including:
o Per payroll processing fee
o Per employee per pay period fee
o Setup and implementation costs
o Optional services (if any)
o Annual fee adjustments (if applicable)
Service Level Agreements: Expected performance standards and guarantees.
Security and Data Protection: Protocols for safeguarding employee and payroll data.
Certificate of Insurance and any relevant bonding requirements.
4. Evaluation Criteria
Proposals will be evaluated based on the following criteria:
Criteria
Weight
Experience and Qualifications
20%
Services Offered & Technical Capability 25%
Implementation Approach
10%
Cost Proposal
25%
References and Past Performance
10%
Security and Compliance Standards
10%
7
5. Timeline
Event
Date
RFP Release
August 4, 2025
Proposal Due Date
August 20, 2025
Contract Award
September 1, 2025
6. GENERAL TERMS AND CONDITIONS
The following are general terms and conditions, which may or may not be explained elsewhere in
this RFP.
6.1 City’s Right to Reject
The City reserves the right to reject any or all proposals, if necessary, or to waive any
informalities in the proposals, and, unless otherwise specified by the Respondent, to accept
any item, items or services in the Proposal should it be deemed in the best interest of the
City.
6.2 Original/Authorized Signatures
All proposals and forms must bear original ink signatures from authorized representatives.
6.3 Delivery of Proposals
Proposals may be hand delivered or mailed consistent with the provisions of the legal
notice to Respondents. In the case of mailed proposals, the City assumes no responsibility
for proposals received after the designated date and time and will return late proposals unopened.
Proposals will not be accepted by facsimile or e-mail.
6.4 Affirmative Action Requirements
Respondents are required to comply with the provisions of N.J.S.A. 10:5-31 and N.J.A.C.
17:27 et seq. No Contractor may be issued a contract unless it complies with these
affirmative action provisions. The Mandatory Equal Employment Opportunity/Affirmative
Action Language for Goods, Professional Services and General Service Contracts, Exhibit A
summarizes the full-required regulatory text.
Goods and Services (including professional services) consultants/contractors shall submit to the
public agency, after notification of award but prior to execution of a goods and services
contract, one of the following three documents:
a.
A photo copy of a valid letter that the contractor is operating under an existing
Federally approved or sanctioned affirmative action program (good for one year from the date
of the letter); or
8
b.
A photocopy of a Certificate of Employee Information Report approval, issued
in accordance with N.J.A.C. 17:27-4; or
c.
A photocopy of an Employee Information Report (Form AA302) provided by the
Division and distributed to the public agency to be completed by the contractor, in
accordance with N.J.A.C. 17:27-4.
The Respondents attention is also called to Exhibit A and Exhibit B of this document, which
contains the required information and forms.
6.5 Business Registration Certificate
P.L. 2004, c. 57 (Chapter 57) amends and supplements the business registration provisions
of N.J.S.A. 52:32-44 which impose certain requirements upon a business competing for or
entering into a contract with a local contracting agency whose contracting activities are
subject to the requirements of the Local Public Contracts Law (N.J.S.A. 40A:11-1 et seq.).
Consultants are required to comply with the requirements of P.L. 2004, c. 57 (Chapter 57)
which include submitting a copy of their Business Registration Certificate (BRC), issued by
the NJ Department of the Treasury.
6.6 Indemnification
The successful contractor shall indemnify and hold harmless the City from claims,
actions, damages, or liabilities arising from the contract.
6.7 Termination
Either party may terminate the contract with 30 days’ written notice if resolution efforts
fail. The City reserves the right to terminate at its convenience with the same notice
period.
6.8 Cost of Proposal
All costs incurred by Respondents in the preparation and submission of proposals shall be the
sole responsibility of the Respondent. The City shall not be liable for any expenses incurred
related to proposal development, submission, or presentation.
9
REQUEST FOR PROPOSALS CHECKLIST
THIS CHECKLIST MUST BE COMPLETED AND SUBMITTED WITH YOUR
QUALIFICATION PACKAGE:
Please initial below, indicating that your submission includes the itemized document.
SUBMISSIONS WITHOUT THE FOLLOWING DOCUMENTS IS CAUSE FOR REFUSAL
INITIAL BELOW
A. An original and five (5) signed copies of your complete submission. __________
B. Non-Collusion Affidavit properly notarized
__________
C. Authorized signatures on all forms.
__________
D. Business Registration Certificate(s)
__________
E. Affirmative Action Statement
__________
Note: N.J.S.A 52:32-44 provides that the City shall not enter into a contract for goods or services
unless the other party to the contract provides a copy of its business registration certificate and
the business registration certificate of any subcontractors at the time that it submits its
qualifications. The contracting party must also collect the state use tax where applicable.
THE UNDERSIGNED HEREBY ACKNOWLEDGES
THE ABOVE LISTED REQUIREMENTS
NAME OF RESPONDENT:
_____________________________________________________________________________
Person, Firm or Corporation
_____________________________________________________________________________
BY: (NAME)
(TITLE)
EXHIBIT A
10
N.J.S.A. 10:5-31 and N.J.A.C. 17:27
MANDATORY EQUAL EMPLOYMENT OPPORTUNITY LANGUAGE
Goods, Professional Services and General Service Contracts
(Mandatory Affirmative Action Language)
During the performance of this contract, the contractor agrees as follows:
The contractor or subcontractor, where applicable, will not discriminate against any employee or applicant
for employment because of age, race, creed, color, national origin, ancestry, marital status, affectional or
sexual orientation or sex. Except with respect to affectional or sexual orientation, the contractor will take
affirmative action to ensure that such applicants are recruited and employed, and that employees are treated
during employment, without regard to their age, race, creed, color, national origin, ancestry, marital status,
affectional or sexual orientation or sex. Such action shall include, but not be limited to the following:
employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or
termination; rates of pay or other forms of compensation; and selection for training, including
apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants
for employment, notices to be provided by the Public Agency Compliance Officer setting for the provisions
of this nondiscrimination clause. The contractor or subcontractor, where applicable will, in all solicitations
or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants
will receive consideration for employment without regard to age, race, creed, color, national origin,
ancestry, marital status, affectional or sexual orientation or sex.
The contractor or subcontractor, where applicable, will send to each labor union or representative or
workers with which it has a collective bargaining agreement or other contract or understanding, a notice,
to be provided by the agency contracting officer, advising the labor union or workers' representative of the
contractor's commitments under this act and shall post copies of the notice in conspicuous places available
to employees and applicants for employment.
The contractor or subcontractor, where applicable, agrees to comply with any regulations promulgated by
the Treasurer pursuant to N.J.S.A. 10:5-31 et seq., as amended and supplemented from time to time and
the Americans with Disabilities Act.
The contractor or subcontractor agrees to make good faith efforts to employ minority and women workers,
consistent with the applicable city employment goals established in accordance with N.J.A.C. 17:27-5.2 or
a binding determination of the applicable city employment goals determined by the Division, pursuant to
N.J.A.C. 17:27-5.2.
The contractor or subcontractor agrees to inform in writing its appropriate recruitment agencies including,
but not limited to, employment agencies, placement bureaus, colleges, universities, labor unions, that it
does not discriminate on the basis of age, creed, color, national origin, ancestry, marital status, affectional
or sexual orientation or sex, and that it will discontinue the use of any recruitment agency which engages
in direct or indirect discriminatory practices.
The contractor or subcontractor agrees to revise any of its testing procedures, if necessary, to assure that
all personnel testing conforms with the principles of job-related testing, as established by the statutes and
court decisions of the State of New Jersey and as established by applicable Federal law and applicable
Federal court decisions.
11
Exhibit A (Continued)
In conforming with the applicable employment goals, the contractor or subcontractor agrees to review
all procedures relating to transfer, upgrading, downgrading and layoff to ensure that all such actions
are taken without regard to age, creed, color, national origin, ancestry, marital status, affectional or
sexual orientation or sex, consistent with the statutes and court decisions of the State of New Jersey,
and applicable Federal law and applicable Federal court decisions.
The contractor shall submit to the public agency, after notification of award but prior to execution of
a goods and services contract, one of the following three documents:
Letter of Federal Affirmative Action Plan Approval
Certificate of Employee Information Report
Employee Information Report Form AA302
The contractor and its subcontractors shall furnish such reports or other documents to the Division of
Contract Compliance and EEO as may be requested by the Division from time to time in order to carry
out the purposes of these regulations, and public agencies shall furnish such information as may be
requested by the Division of Contract Compliance & EEO for conducting a compliance investigation
pursuant to Subchapter 10 of the Administrative Code at N.J.A.C. 17:27.
12
EXHIBIT B
BUSINESS REGISTRATION CERTIFICATE (BRC)
CERTIFICATE OF REGISTRATION
(P.L. 1999, C.238)
To:
PROSPECTIVE BIDDERS
Re:
NEW JERSEY BUSINESS REGISTRATION CERTIFICATE
I.
Pursuant to P.L. 1999, c.238, et al., specifically, P.L. 2003,
c.91, N.J.S.A. 34:11-56.51, all Bidders are required to be registered by
the New Jersey Department of Labor at the time bids are received by
the Project Owner pursuant to the Public Works Contractor Registration
Act. *
II.
No bidder shall list a subcontractor in a Bid Proposal for the
contract unless the subcontractor is registered pursuant to P.L. 1999, c.
238 at the time of bid is made.
III.
No contractor or subcontractor shall engage in the performance
of any public work subject to the contract, unless the contractor or
subcontractor is registered pursuant to the Act.
IV.
Each contractor shall, after the bid is made and prior to the
award of the contract, submit to the Project Owner the certificates of
registration for the bidder and all subcontractors listed in the Bid
Proposal.
*Any bidder who is not registered pursuant to the Act at the
time bids are received shall be automatically disqualified and the
bid shall be reject
13
NON-COLLUSION AFFIDAVIT
STATE OF NEW JERSEY
COUNTY OF ESSEX
ss:
I AM _______________________________
OF THE FIRM OF ______________________________________
UPON MY OATH, I DEPOSE AND SAY:
1. THAT I EXECUTED THE SAID SUBMISSION WITH FULL AUTHORITY SO TO DO;
2. THAT THIS RESPONDENT HAS NOT, DIRECTLY OR INDIRECTLY ENTERED INTO
ANY AGREEMENT, PARTICIPATED IN ANY COLLUSION, OR OTHERWISE TAKEN
ANY ACTION IN RESTRAINT OF FAIR AND OPEN COMPETITION IN CONNECTION
WITH THIS ENGAGEMENT;
3. THAT ALL STATEMENTS CONTAINED IN SAID SUBMISSION AND IN THIS
AFFIDAVIT ARE TRUE AND CORRECT, AND MADE WITH FULL KNOWLEDGE
THAT THE CITY OF ORANGE RELIES UPON THE TRUTH OF THE STATEMENTS
CONTAINED IN SAID SUBMISSION AND IN THE STATEMENTS CONTAINED IN
THIS AFFIDAVIT IN AWARDINGTHE CONTRACT FOR THE SAID ENGAGEMENT;
AND
4. THAT NO PERSON OR SELLING AGENCY HAS BEEN EMPLOYED TO SOLICIT OR
SECURE THIS ENGAGEMENT AGREEMENT OR UNDERSTANDING FOR A
COMMISSION, PERCENTAGE, BROKERAGE OR CONTINGENT FEE, EXCEPT BONA
FIDE EMPLOYEES OR BONA FIDE ESTABLISHED COMMERCIAL SELLING
AGENCIES OF THE RESPONDENT.
(N.J.S.A.52: 34-25)
SUBSCRIBED AND SWORN TO
BEFORE ME THIS ______________ DAY OF _______________ 20_____
_______________________________________
(Type or Print Name of Affiant under Signature)
_____________________________________
NOTARY PUBLIC OF
MY COMMISSION EXPIRES: ___________, 20_____.
14
OWNER DISCLOSURE and POLITICAL CONTRIBUTION CERTIFICATION
This Statement MUST BE INCLUDED with RFP Submissions
OWNER DISCLOSURE SECTION
Name of Business______________________________________________________
I certify that the list below contains the names and home addresses of all stockholders holding 10% or
more of the issued and outstanding stock of the undersigned.
OR
I certify that no one stockholder owns 10% or more of the issued and outstanding stock of the
undersigned.
OR
I certify that there are no stockholders
Check the box that represents the type of business organization:
Partnership
Corporation
Sole Proprietorship
Limited Partnership
Limited Liability Corporation
Limited Liability Partnership
Subchapter S Corporation
Other (describe) ___________________
15
POLITICAL CONTRIBUTION DISCLOSURE SECTION
(The following section must be completed)
I hereby attest that the undersigned business entity, its subsidiaries, assigns or principals
controlling in excess of 10% of the company has neither made a contribution, that is reportable
pursuant to the Election Law Enforcement Commission pursuant to N.J.S.A. 19:44A-8 or 19:44A-16,
in the one (1) year period preceding the award of the contract that would, pursuant to P.L. 2004, c.19,
affect its eligibility to perform this contract, nor will it make a reportable contribution during the term
of the contract to any political party committee in the City of Orange and/or County of Essex, if a
member of that political party is serving in an elective public office of that City of Orange and/or
County of Essex when the contract is awarded, or to any candidate committee of any person serving
in an elective public office of that City of Orange and/or County of Essex when the contract is
awarded.
OR
I hereby attest that the undersigned business entity, its subsidiaries, assigns or principals
controlling in excess of 10% of the company has made reportable political contributions (more than
$300 per election cycle) over the 12 months prior to submission to the committees of the government
entities listed below:
Contributor Name
Recipient Name
Date
Dollar Amount
$
16
Sign and notarize the form below, and, if necessary, complete the stockholder list below.
Stockholders:
Name:
Name:
______________________________ _____________________________
Home Address:
Home Address:
______________________________ _____________________________
Name:
Name:
______________________________ _____________________________
Home Address:
Home Address:
______________________________ _____________________________
Subscribed and sworn before me
_____________________________
This ___ day of ___________, 2
Affiant
________________________________
(Notary Public)
(Print name & title of affiant)
My Commission expires:
__________________
(Corporate Seal)
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NILE S. CLEMENTS
QUALIFIED PURCHASING AGENT · FINANCE DEPARTMENT
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Timeline
First Discovered
Mar 31, 2026
Last Info Update
Apr 30, 2026
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