Web Based Labor Compliance and Candidate Tracking Record Keeping Software

The vendor is required to provide for a web-based software to serve as the system of record for the authority labor compliance requirements.
- A web-based software for tracking that can be accessed by authority staff, contractors (both prime contractors and subcontractors), and authority designated workforce partners and interface with the labor compliance system.
- The labor compliance system must:
a. Functional features
• Be accessible online 24 hours per day, 7 days per week and via multiple browsers and browser version.
• Allow for unlimited user roles with unique logins from the authority with, at least, the following types of roles: 
o Administrator b. read-only 
• Be accessible to contractors and workforce partners at no-cost and allow for unlimited user roles with unique logins. 
• Include a document management system that allows contractors and workforce partners to submit documents and authority staff to review and upload documents.
• Provide a technical support module, including digital training manuals, and a support line during normal business hours.
b. Contractor set-up
• Provide the ability to make certain contractor setup information above mandatory. 
• Provide the ability to enter and edit contractor contact information and restrict contractor information from being changed by a non-authorized user. 
• Provide the ability to add, edit, and assign document templates that can be sent via the system. 
• Provide an ability to generate and send messages, letters, and emails within the system. 
• Log the date and user id for all entries and changes and store logs of dates and user changes to records. 
• Provide the ability for contractors to access multiple contracts assigned to them with a single log on. 
• Allow contractors to add subcontractors to contracts assigned to them, including 2nd+ tier subcontractors, and notify contractors when they have been assigned to a contract. 
• Provide the ability to configure required payroll reporting fields depending upon the contract funding requirements.
c. Project set-up
• Provide the ability to make certain contract setup fields above mandatory. 
• Provides the ability to set tracking demographic classifications and goals as applicable for employees working on a contract, including the following:
o Apprentices
o Minorities
o Women
o City of residents
o Authority service-area residents
o Economically disadvantaged area residents
o Project area residents
o Veterans
o Returning citizens
o Workforce innovation & opportunity act (WIOA) participant
• Authority staff to add tracking classification as authority programs expand.
• Authority staff to assign various geographic characteristics to relevant contract employees including:
o City community areas
o Wards or other municipal districts
o Municipalities
o Economically disadvantaged areas (as defined by the authority)
o Project areas
d. Certified payroll
• Provide the ability for contractors to submit certified payroll in compliance with federal act and state prevailing wage acts and for authority staff to provide review/oversight/approval, including the following:
o Provides the ability to send rejection notices to contractors when payroll is rejected.
o Support eSignature for contractor for approval of payroll records
• Provide the ability to set the status of all certified payrolls that have been submitted, including, but not limited to:
o Received
o Pending
o Validated
o Rejected
o Certified  
• Provide the ability to perform validations on payroll data entered by contractors to check:
o The basic hourly rate has been entered by the contractor.
o The basic hourly rate entered is greater than or equal to the prevailing wage rate.
o The total basic hourly rate (hourly rate + fringes) exists.
o The overtime (OT) hourly rate exists if overtime is worked.
o The overtime hourly rate entered in greater than or equal to the OT prevailing wage rate.
o The total overtime hourly rate (OT+ fringes) exists if overtime hours are worked.
o The double time rate exists if double time hours are worked.
o The double time rate is greater than or equal to the double time prevailing wage.
o The total double time hourly rate (double time + fringes) exists if double time hours are worked.
o The amount of training funds contributed against the current training rates published.
o The total hourly rate is paid by dividing the amount paid plus the fringe benefits paid by the hours worked, taking into account overtime, double time, and fringe benefits paid or contributed.
o The basic hourly rate is paid by dividing the amount paid by the hours worked, taking into account overtime, double time, and fringe benefits.
o THE gross pay for all contracts amount has been entered.
o The paycheck amount has been entered.
o The paycheck amount (net pay) is equal to gross pay all contracts minus total deductions plus travel and subsistence (if any) equals the paycheck amount entered.
o The basic hourly rate is at least the minimum wage.
o The sum of all standard hours per day for one record is greater than the amount specified in the prevailing wage list.
o The sum of all standard hours worked per day for all craft/classification records submitted and for all contracts submitted is greater than 8 hours.
o An employee worked more than 12 hours per day as standard time plus overtime which the total does not exceed 12 hours.
o The stated hours times the stated rate equals gross pay for this contract.
o Saturday hours are worked and no overtime hours are reported.
o Sunday hours are worked and no overtime hours are reported.
o Gross pay for all contracts amount is greater than or equal to this contract amount.
o The sum of an employee standard time is greater than or equal to 40 hours and that OT has not been paid after 40 hours.
o The value the contractor entered for overtime hourly rate is at least 1.5x the hourly rate of pay if overtime is worked.
o The value the contractor entered for overtime hourly is equal to the hourly rate of pay plus the cash rate in lieu of fringes is 1.5x or greater.
o The value the contractor entered for double time hourly rate is at least 2.0x the value of the hourly rate of pay if double time is worked.
o The double time pay rate stated is greater than or equal to 2.0x (basic hourly rate + cash rate in lieu of fringe) if 2.0 overtime is worked.
o The apprentices have been approved by authority staff.
o The total hourly rate in the database is sufficient according to the contract’s prevailing wage table.
o Any Sunday hours worked are paid at double time hourly rate.
o The total deductions equal the sum of the deductions entered.
o The apprentice classification chosen by the contractor for their employee exists in the system.
o The journeyman classification chosen by the contractor for their employee exists in the system.
o Any uploaded payrolls included work orders, when work orders are associated with a contract.
o The health insurance paid meets the required percentages.
o The i-9 form has been verified for the employee.
• Provide the ability for the same subcontractor to be listed at multiple tiers.
• Provide the ability for authority staff to record details regarding site visits.
• Provide the ability for the same subcontractor to be listed at multiple tiers. 
• Provide the ability for authority staff to view and edit payroll validation settings by contract and department. 
• Provide the ability to configure which validations run for each contract funding source. 
• Provide the ability to send validation notifications when:
o A validation has been completed,
o Information is incorrect, and
o Information may be incorrect.
• Offer various outcomes that can be configured for each validation, including:
o Notice to prime contractor, subcontractor, and authority staff with the reason for the validation failure.
o Require notice(s) to be cleared prior to certification.
o Alert only – does not need to be cleared prior to certification.
o No notice sent
• Provide the ability to track and report EEO compliance data on a contract
• Provide the ability to add, edit, save, and track contractor notices in the system.
- Contract Period/Term: 2 years
- Pre-Proposal Meeting Date: June 12, 2025
- Questions/Inquires Deadline: June 17, 2025