Labor Compliance Software

The vendor is required to provide that labor compliance software to monitor these effectively, the city seeks a comprehensive, web-based software as a service (SaaS) solution for the compliance and purchasing & contracting departments.
- The system must include the ability to monitor, analyze, and store certified payroll records and accompanying records for projects subject to state and federal prevailing wage and living wage requirements.
- The system(s) should include the following features:
a) Labor compliance and certified payroll management:
• Compliance requires a system capable of collecting, maintaining, analyzing, and reporting certified payroll and labor data for contractors working on city public works projects subject to local, state, and federal prevailing wage and living wage requirements.
b) workforce and diversity data management:
• Both compliance and department require a system capable of managing workforce and diversity data on city contracts, including tracking employee demographics, conducting local hire analysis, and generating federal and state and employment utilization reports.
c) Contract compliance management:
• Department requires a system that can track contract awards, monitor contractor certification status set and monitor subcontractor participation goals, and tracked and monitor payments made to contractors and sub-contractors, and generate ad hoc reports
d) Small local business enterprise (SLBE) program certification management:
• Department needs a system to manage the city’s SLBE program contractor certification database, track contractor certification status, create internal and external vendor databases, and allow for automated data collection and reporting by selected criteria.
- The system shall operate in a hosted, secure, web-based environment.
- The system shall be compatible with mainstream and mobile browsers.
- The system must be compatible with mobile and tablet devices, including, but not limited to, iOS and android applications
- Include and define the minimum system requirements for both android and iOS devices in their response that show how the proposed system meets these requirements.
- Data migration plan:
• provide a detailed transition plan, explaining timelines and costs, to move data from the existing system.
• Data to be moved from the existing system will include: contractor profiles, employee profiles, current SLBE certified firm directory of 500 certified firms, contract information, certified payrolls records, and site visit data for an estimated 700 active city contracts.
- The contractor will be solely responsible for all matters related to systems, including on-line tools, security, patching, licenses, and domain registrations, including those requested by the city.
- The system shall allow external users to self-register, input and update information, complete data, and attach other documents required for compliance.
- City ownership of data:
• The city will own all the database records, even beyond contract expiration or termination, and contractor will provide those records in requested formats, including excel, xml, and pdf formats, to the city at no additional cost.
• The city retains for itself ownership and rights of ownership to all its data.
• The contractor shall not, without the written consent of an authorized representative of the city, copy or use such records, except to carry out contracted work, and will not transfer such records to any other party not involved in the performance of the contract, without the written consent of an authorized representative of the city.
- Transition cooperation:
• Upon expiration and termination of this contract, when the city solicits these same systems and services, the contractor is required to work with the city to ensure a seamless, expedient, and non-disruptive transition and data migration to any new contractor.
- Role-based system administration:
• The system must allow role-based administration and allow city users to assign roles
• The roles must include varying levels of system access and authority within the system.
• The system shall allow external users to self-register, input, and update information, complete data, and attach other documents for their own account only as required for compliance.
- Security requirements:
• The system shall transport data in a secure, on-line environment.
• System security shall be consistent with the latest technology available.
• The system must have user account and password login.
• The system is required to have a validation function for username and password set up.
• The system must require complex passwords and require multi-factor authentication for external users.
• The system must integrate with the city’s single sign-on solution for city end users; the current provider is okta.
• Provide the city with security access management through a system administrator having the capability to create and/or limit new users and user rights, add or modify data, and generate reports.
• The city must be able to identify which user entered data into the system at any given time.
• The contractor will be responsible for securing and protecting the integrity of the city’s data once it is in the system.
- Labor compliance and certified payroll management:
A) Submission and data entry:
• the system must allow for the electronic submittal of payrolls by contractors and subcontractors for all work done on city public works project. each authorized user shall be able to certify payroll records (CPRS) securely by electronic signatures.
• The system allows payroll files to be imported into the system in multiple ways: from data extracted from the contractor’s or subcontractor’s payroll system, using a payroll spreadsheet provided by the contractor, or by manual entry into the system.
• The system must allow contractors to transfer payroll data from standard, industry-leading payroll systems into the certified payroll monitoring module.
• Proposer must include a list of all payroll systems that can transfer payroll data into the proposed system
b) Rate maintenance:
• The system shall maintain all applicable local, state, and federal prevailing wage and living wage rates, including fringe benefits and where necessary, predetermined increases
• The system will maintain all published journeyman wages and fringes and apprentice wages and fringes provided by the DIR and all journeyman wages and fringes and apprentice wages and fringes for all identified department of labor (DOL) wage determinations
• The system shall upload state and federal prevailing wage determinations in timely manner following the issue date.
• the proposer shall include a timeline for wage determination updates in their proposal.
c) CPR format and data:
• The system is required to capture the following information in each certified payroll report: contractor name; contractor state license board (CSLB) number; contractor DIR registration number; contractor address; payroll number; payroll week ending; employer federal i.d. number; contract DIR project registration number; project location; city contract name; city contract number; employee name, address, and social security number; employee withholdings; employees hours worked by standard time and overtime; employee hours worked by day; employee total hours worked and gross amount earned for the project; employee rate of pay; employee work classification and status all deductions, contributions, and payments; whether fringe benefits are paid to plans or to the employee in cash; apprenticeship registrations; and the name and title of individual certifying the payroll records.
• The system is required to capture all data required to complete the weekly certified payroll report and statement of compliance forms.
• The system must ensure that the city is following state and federal prevailing wage data collection requirements including, but not limited to, information.
• Additionally, the system allows city users to print, export, and save certify payroll records (CPRs) as pdf files.
d) Site visits:
• The system must allow for cross-checking data collected during site visits with information contained in certified payroll reports.
• The system is required to capture site visit information for each project, including date of site visit, number of employees interviewed, posting of wage determinations and labor posters, and upload related documents and records specific to the site visit, including site visit pictures. the system is required to capture proof of payment on site interview data for comparison with submitted certified payrolls.
e) Compliance evaluations and flags:
• The system shall flag potential violations, including but not limited to, the underpayment of prevailing and living hourly wage rates, fringe benefits, compensated leave, overtime, or training fund contributions.
• The system should identify uncertified apprentices; apprentices working alone without a journeyman of the apprentice able craft and calculate apprentice to journeyman percentages and ratios.
• The system must allow city administrators to reject certified payroll records submitted and allow contractors to make corrections, as needed.
• The system must alert contractors to all required fields and information prior to submission of certified payroll reports.
• The system must allow contractors to upload documents as necessary to support correction and track history of changes.
f) Notifications:
• The system must have the ability to notify contractors when a certified payroll submission is late and allow city staff to approve reporting extensions.
• The system must generate automated, customizable email notifications to contractors for non-compliance with certified payroll reporting requirements.
• City staff must have the ability to modify correspondence as needed.
g) Documentation upload:
• The system must allow both contractors and city staff to upload and attach pdf versions of documents related to contract and certified payroll record monitoring, such as fringe benefit statements, authorized signatory forms, payroll deduction forms, and related apprenticeship compliance records.
• These documents must be linked to the corresponding contract within the system and include submission date information.
h) Training and education:
• The contractor will set up trainings for all users required to submit certified payroll to the city without charge for the life of the system.
• Live webinar and pre-recorded trainings must be available and provided online through the system.
- Workforce and diversity management:
a) Workforce management:
• The system must include a workforce management component that enables city administrators to evaluate compliance with workforce hiring policies on projects and manage workforce project data.
b) Employee and workforce data:
• The system must have the ability to capture and report employee workforce data, including worker demographics, race, ethnicity, gender, full name, permanent residence zip code, date of birth, home address, telephone, email address, residence status, veteran status, highest level of education, training, work history, hire date, employment status, date of changes to employment status, reason for change in employment status registered apprenticeship program(s) affiliation, union and non-union status, union affiliation, craft, trade and classification, construction project hours worked, additional residency data and any other targeted worker information.
• The system must support the addition and customization of targeted worker demographics and information fields, as needed.
• The system is required to have employee profiles, including, but not limited to, employee name, employee number, social security number (SSN), birth date, title, gender, race and ethnicity, address, annual salary, base rate, fringe benefits, exemptions, overtime rates, start date, end date, active, full and part time, craft and trade classification assignment, union affiliation, apprenticeship program affiliation and living wage category.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: March 07, 2025