Note: This RFP did not receive any proposals, so it was not awarded.
Proposal Due Date and Time: April 18, 2025, at 4:00 p.m.
Date of Issue: March 18, 2025
Submit Written Proposals to:
Jordan Ely
Chief Financial Officer
Northwest Regional ESD
5825 NE Ray Circle
Hillsboro, OR
Direct Questions by April 4 to:
Jordan Ely
Chief Financial Officer
jely@nwresd.k12.or.us
1. Introduction
The NW Regional Education Service District (ESD) is seeking proposals from qualified firms to provide payroll compliance audit services. The objective of this RFP is to identify a vendor that can thoroughly audit payroll processes, ensure compliance with federal, state, and local regulations (including collective bargaining agreements), and recommend improvements to enhance efficiency and accuracy, if necessary.
2. Background
The ESD manages payroll for nearly 1,400 employees across seven agencies, encompassing various employment types, including full-time, part-time, temporary, and contract staff. Each agency has its own bargaining agreements and MOUs for their different employee categories. The agency seeks to ensure compliance with all payroll-related laws, regulations, and collective bargaining agreements, as well as to optimize payroll processes.
3. Scope of Work
The selected contractor will be responsible for providing the following services:
- Payroll Compliance Review:
- Assess the accuracy and compliance of payroll processing.
- Verify compliance with federal, state, and local wage and hour laws.
- Verify compliance with collective bargaining agreements.
- Evaluate adherence to tax withholding requirements, deductions, and benefits contributions.
- Audit of Payroll Systems and Procedures:
- Review payroll procedures and internal controls.
- Identify potential areas of risk, non-compliance, and inefficiency.
- Validate payroll calculations, data entries, and time-keeping records.
- Recommendations for Improvement:
- Provide a comprehensive report outlining findings.
- Recommend corrective actions for compliance gaps.
- Suggest improvements for streamlining payroll operations.
- Follow-Up Support:
- Offer ongoing consulting services to assist with the implementation of recommended improvements.
4. Minimum Qualifications
The successful proposer must demonstrate the following:
- Proven experience in payroll compliance auditing for public sector clients.
- Expertise in federal, state, and local payroll regulations.
- Capability to conduct comprehensive audits and produce actionable recommendations.
5. Proposal Requirements
Proposals must include the following information:
- Executive Summary: A brief overview of the firm's qualifications and approach to fulfilling the requirements of this RFP.
- Company Profile: Background information on the firm, including history, size, location, and experience with similar projects.
- Technical Proposal: A detailed description of the methodology and approach to be used in completing the audit.
- Project Team: Names and qualifications of the team members who will be assigned to the project.
- References: At least three references from clients for whom the firm has conducted similar services.
- Cost Proposal: A detailed breakdown of costs, including hourly rates, travel expenses, and any other applicable fees.
- Project Timeline: A plan that allows for all deliverables to be delivered by June 30, 2025.
6. RFP Schedule
RFP Issued: March 18, 2025
Deadline for Questions: April 4, 2025
Proposal Due Date: April 18, 2025
Evaluation Period: April 18-22, 2025
Anticipated Award Notification: April 22, 2025
7. Evaluation Criteria
Proposals will be evaluated based on the following criteria:
- Experience and Qualifications (30%)
- Technical Approach (30%)
- Cost Proposal (20%)
- References (10%)
- Project Timeline (10%)
8. Submission Instructions
- Proposals must be submitted by 4:00 PM PST on April 18, 2025.
- Electronic submissions are preferred and should be sent to jely@nwresd.k12.or.us.
- Hard copy submissions (if applicable) should be sent to:
NW Regional ESD
5825 NE Ray Cir
Hillsboro, OR 97124
Attention: Jordan Ely
9. Terms and Conditions
-
The ESD reserves the right to reject any or all proposals.
- The contractor will be required to sign a standard ESD professional services agreement.
- All costs incurred in preparing a response to this RFP will be the responsibility of the
proposer.
10. Questions
Questions regarding this RFP must be submitted in writing to Jordan Ely at jely@nwresd.k12.or.us by April 4, 2025.
Answers to questions will be posted on the ESD’s website at
https://www.nwresd.org/departments/office-of-the-superintendent/fiscal-services/request-for-proposals-rfps.
Thank you for your interest in providing payroll compliance audit services to the NW Regional Education Service District.
