Contract and Labor Compliance Software

The vendor required to provide to develop and execute a project plan to deliver a hosted web-based contract and labor compliance system that addresses the following:
•    Electronic submission of certified payroll and labor hour data from contractors and subcontractors. 
•    Allow adjustments to the minimum prevailing wage requirements that may be affected by the city and county of minimum wage requirements that may be revised annually effective January 1st of each year. 
•    The highest effective base minimum wage rate will apply at any given time, as mandated by federal, state, or local laws or ordinances. 
•    Allow access by contractors and subcontractors from any location via the internet 
•    Allow the contractors and subcontractors to manually complete labor hour submissions, certified payroll, department of housing and urban development (HUD), and department of labor (dol) forms online as well as the option of importing payroll data files from their existing payroll and accounting systems. 
•    Secure electronic signatures of personnel authorized by the contractors and subcontractors to ‘certify’ the payroll reports. 
•    Storage and maintenance of federal and state prevailing wage rates including fringe benefits and trade classifications. 
•    The system should allow the use of multiple wage schedules utilized on certain projects as well as the addition of new classifications approved by department. 
•    Validation of city compliance documents for completeness and accuracy as a prerequisite for transmission.
•    The system must provide the capability to attach comments and internal notes to records. 
•    Provide department the ability to email notifications of non-compliance with the various programs to contractors and subcontractors and program administrators. 
•    The system must generate form letters containing appropriate language describing non-compliance and appropriate corrective action steps. 
•    Non-compliance letters the system should also allow department staff to provide contractors and subcontractors standard project information (wage rates, posters, compliance requirements, etc.).
•    Allow department staff to track non-compliance issues from initial notification of the contractors and subcontractors to completion. 
•    System must have the capability to calculate restitution owed by contractors and subcontractors. 
•    It must be able to track the number of employees owed restitution, ‘straight’ versus ‘overtime’ restitution and liquidated damages. 
•    The event the restitution merits an enforcement report to department, the system must prompt department staff to prepare and submit the report. 
•    System must have the capability to track apprentices, maintain bureau of apprenticeship training (bat) certificate submission from contractors and subcontractors and calculate ratios of apprentices to journeymen. 
•    In the event the contractors and subcontractors are not enforcing the proper ratios, the system must be able to calculate restitution owed. 
•    System must have the option to incorporate following related initiatives:
o    Collection and reporting of new hires and trainings to help document compliance with goals for utilizing very low to moderate income residents and participants in housing programs on federal projects.
•    Reproduce hard copy of certified payrolls reports when necessary. 
•    Firm must also provide the following:
o    Off-site secure data storage and disaster recovery. 
o    Provide password protected registration and access with various rights as designated by department.
o    Web hosting capabilities. 
o    Server and desktop infrastructure must support department desktop pcs using windows 11 and later. 
o    Training for contractors and subcontractors, department staff, and other interested parties. 
o    The firm is responsible for the development of a web-based training module and a hard copy training manual. 
o    Web site and hotlinks must integrate seamlessly between department website and web applications.
o    If the system includes the options of transferring a file via email to department, then it will need to conform to department email standards, including limitation on email message size. 
o    System must support multiple concurrent users, whether from department or the contracting community.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: December 26, 2025