Township Council Meeting — Packet

IN WITNESS WHEREOF, the parties have set their hands and seals the day and year first above written. TOWNSHOP OF WEST ORANGE ATTEST: By; KAREN J. CARNEVALE, R.M.C SUSAN McCARTNEY, MAYOR GACCIONE POMACO P.C. | WITNESS: : | Pyubal Us abe wr fuanaelile DIANA POWELL McGOVERN, ESQ. 4833-2913-3799, v.1

181-25 August 12, 2025 A RESOLUTION AUTHORIZING THE AWARD OF A CONTRACT FOR THE PROVISION AND SUPPORT OF PRIMEPOINT SOFTWARE TO SHI INTERNATIONAL THROUGH THE NEW JERSEY COOPERATIVE PURCHASING ALLIANCE WHEREAS, the Township of West Orange has the need to update a current Payroll & time system; and WHEREAS, SHI International of Somerset, NJ has submitted Quote #26448220 in the amount of $126,201.30 that was presented to the Chief Financial Officer, providing for the Provision and Support of Primepoint software, a Digital payroll & time system; and WHEREAS, pursuant to the provision made in the Local Public Contracts Law N.J.S.A. 40A:11-5(2) the Township as a Local Government Unit, may without public advertising for goods or services enter into contracts already secured by the United States of America, the State of New Jersey, County or Municipality; and WHEREAS, the services as set forth in the Proposal submitted by SHI International will be procured through the Bergen County Cooperative Pricing System (New Jersey Cooperative Purchasing Alliance) via Contract No. CK04, subcontract 24-38 Computer Equipment and Peripherals; and WHEREAS, the Township of West Orange is a member of the Bergen County Cooperative Pricing System; and WHEREAS, the Chief Financial Officer has determined that sufficient funds to award this contract; and NOW THEREFORE, BE IT RESOLVED, that the Council for the Township of West Orange, County of Essex, State of New Jersey award the contract for the Provision and Support of Primepoint to SHI International at an amount not to exceed $126,201.30 for a one-year term, beginning upon program implementation and BE IT FURTHER RESOLVED, that SHI International shall provide any and all compliance information requested by the Township of West Orange Office of Purchasing; and BE IT FURTHER RESOLVED, that the Mayor, Town Administrator, or their designee are hereby authorized to execute any documents regarding the awarding of this contract, or take any action necessary to effectuate the spirit and purpose of this resolution. Karen J. Carnevale, R.M.C., Municipal Clerk Adopted: August 12, 2025 I certify funds are available in Account No. John C. Ditinyak, Chief Financial Officer Joe Krakoviak, Council President

​Bi-Weekly HRMS, Payroll & Time Solution Proposal to be invoiced through SHI for: Township of West Orange​ Prepared for: John Ditinyak​ 66 Main Street​ West Orange, NJ 07052​ Created by: Jerry Hampton​ 609-558-1219​ jhampton@primepoint.com​ Date: ​ 10 / 17 / 2024​ Primepoint LLC 2 Springside Road Westampton, NJ 08060 800-600-5257 https://primepoint.com/​ Document Ref: 2MTQL-THVKB-8RYDE-6Y7VF Page 1 of 30

Table of Contents I. About Primepoint A. Primepoint's Technology II. Transition to Primepoint's Services A. Overview III. Services & Pricing A. HRMS Functions B. Payroll Processing C. Time & Labor Management D. ACA Annual Reporting E. Summary of Annualized Fees F. Service Implementation Fee G. Time and Labor Hardware Purchase IV. HRMS Function Descriptions V. References VI. Acceptance Document Ref: 2MTQL-THVKB-8RYDE-6Y7VF 2 Page 2 of 30

I. About Primepoint A. Primepoint's Technology PRIMEPOINT IS A HUMAN RESOURCE AND PAYROLL MANAGEMENT COMPANY OFFERING PROPIETARY CLOUD-BASED TECHNOLOGY THAT INTERGRATES: Human Resource Management System Provides the capability to manage an employee’s work life from recruitment to separation Payroll Management/Processing Advanced technology creates streamlined payroll processing and reporting, as well as improved management of payroll finances and G/L entries Reporting and remitting to Federal, 50 states & local tax jurisdictions Time and Labor Management Solutions SAAS system to manage both employee time worked and time off Employee Scheduling EmployeeXperience® Self-service Web Portal Accessible via computer and Smartphone apps, includes single sign-on to time collection and benefits administration systems, enables on-boarding, online benefits enrollment, employee communications, and much more Provides an Employee Support Center. We believe that this employee call center is vital to the successful use of an employee portal. This and future generations of employees are technologically aware and expect more sophisticated mobile-friendly tools to easily and quickly access information. We support your employees with not only a great tool, but also great support in its use. Our Employee Support Center is a standard service at no additional charge Human Resource Support Services Includes employee handbooks, HR help desk, job descriptions, and much more. Benefit Management Including ACA Compliance and Reporting Primepoint offers tools to measure and manage benefit eligibility and online benefits enrollment via Primepoint's EmployeeXperience®, the outcome of which will enable reporting as required under the Affordable Care Act (ACA) Document Ref: 2MTQL-THVKB-8RYDE-6Y7VF 3 Page 3 of 30

II. Transition to Primepoint's Services A. Overview This will be the start of when you experience and appreciate the Primepoint Experience™. Primepoint offers a unique transition process designed to ensure new customers experience a smooth conversion to Primepoint’s systems & services.​ The Implementation Team will be by your side every step of the way. • • Made up of experienced professionals Has a wealth of experience transitioning customers • Will be your direct contact during transition, when systems go live, and until all your expected services and solutions are completed and running smoothly After the transition, Township of West Orange will be assigned to one of Primepoint’s amazing service teams. • Trained and experienced to serve the most sophisticated and complex clients • • Able to implement process improvements when needed or uncovered Turnover is very low, so you get to know the team members and the team members get to know you NEW CUSTOMER SURVEY RESULTS PRIMEPOINT IS KNOWN FOR PAINLESS TRANSITIONS WITH 97% OF TRANSITIONED CUSTOMERS SAYING THEY WERE VERY SATISFIED OR SATISFIED WITH THEIR CHANGE TO PRIMEPOINT AND THE TRANSITION WAS AS EASY AS OR EVEN EASIER THAN THEY EXPECTED. Very Satisfied: 78% Satisfied: 19% Somewhat Satisfied: 2.6% Not Satisfied: 0% Document Ref: 2MTQL-THVKB-8RYDE-6Y7VF 4 Page 4 of 30

Transitioning to Primepoint Payroll & HRMS INITIAL PHASE INITIAL PHASE When: Typically, 6-8 weeks prior to 1st payroll date Duration: 1 hour An Implementation Team Member will arrange a phone meeting to obtain the login credentials of your current system and to obtain additional information needed to establish your company in our system. An HR Solutions team member will arrange a phone meeting to discuss the timing and priorities of rolling out the HR system functions you have selected. DISCOVERY PHASE When: Preliminary data analysis has been performed Duration: Varies Your assigned Implementation Team Member will communicate with you via email and/or phone to discuss questions uncovered during data analysis as well as custom configuration projects, i.e. custom reports, earning codes, pay rates and data integrations, etc. SYSTEM INTRODUCTION PHASE When: After the final payroll is processed with your current provider Duration: Estimated 1-2 hours Your assigned Implementation Team Member will conduct an introduction on general system navigation and employee maintenance via a virtual meeting. Once completed, business users will be responsible for maintaining all data in Primepoint’s system. PROCESS PHASE When: Day of your 1st payroll processing Duration: Estimated 1-2 hours Your assigned Implementation Team Member will conduct a virtual meeting to assist in executing the first payroll process. HRMS ROLL-OUT PHASE When: Varies Duration: Varies based on the amount of technology purchased Depending on the specific HRMS functions you have purchased, a Systems Support and/or HR Support Team Member will conduct a virtual training with the appropriate HR personnel from your company HOW DID WE DO? PHASE When: Post Implementation Your Relationship Manager and/or support team is available for your feedback upon request to review and evaluate the sales and implementation process of the payroll system and HRMS functions Document Ref: 2MTQL-THVKB-8RYDE-6Y7VF 5 Page 5 of 30

Transitioning to Primepoint Time & Labor INITIAL PHASE When: Typically, 6-8 weeks prior to 1st payroll date You will need to provide copies of your personnel manual, CBA’s and any memorandums that alter them and complete a Google startup form that Primepoint will provide to you. DISCOVERY PHASE When: Preliminary data analysis has been performed You will need to submit the first tab of an excel workbook (Census information and approval workflow) that Primepoint will provide to you. INSTALLATION PHASE When: Approximately 1 month before 1st processing date (if applicable) A Primepoint Time & Labor Specialist will assist IT remotely to install equipment. SYSTEM INTRODUCTION PHASE STEP 1 – SET UP REVIEW • When: Approximately 10 days before Time Collection begins. • Duration: Estimated 1-1.5 hours STEP 2 - MANAGER TRAINING • When: Approximately 1 Week before Time Collection begins (Approximately 3 weeks before Processing Date). • Duration: Estimated 1 hour A Primepoint Time & Labor Specialist will provide training via virtual meeting. ROLL OUT PHASE • STEP 1 – TIME OFF BALANCES • When: Due 1 week after final payroll processing with prior provider (sooner if possible). You will need to submit the second tab of an excel workbook (Remaining Accrual Balances) that Primepoint will provide to you. PROCESS PHASE When: 1 or 2 days before your 1st processing date. Duration: Estimated 1 hour Your Primepoint Time & Labor Specialist will assist with the transfer of file to the payroll worksheet for 1st payroll. Specific Training/Meeting dates will be coordinated 6 by the respective Primepoint Team Member Document Ref: 2MTQL-THVKB-8RYDE-6Y7VF Page 6 of 30

III. Services & Pricing A. HRMS Functions See "HRMS Function Descriptions" section for product details. HRMS FUNCTIONS Document Management Employee Events Management Employee HR Profile Position Management Recruitment Management Report Builder - Standard System Feature Role Based Security - Standard System Feature Workflow Benefits Management including ACA Compliance Online Benefits Election Totals below are estimates based on quantities provided to Primepoint in the discovery process. Billing will be based on the number of unique employees paid each month. HRMS FEES FOR FUNCTIONS LISTED ABOVE RATE QTY MONTHLY SUBTOTAL HRMS Functions Base Fee $425.00 1 $425.00 Per Employee Per Month Fee $9.50 377 $3,581.50 Total Monthly HRMS Fee $4,006.50 Go to our Website to learn more about Primepoint's HR Solutions. Document Ref: 2MTQL-THVKB-8RYDE-6Y7VF 7 Page 7 of 30

B. Payroll Processing PAYROLL SERVICES INCLUDED Business Access Payroll System EmployeeXperience® an Employee Self-service Portal Payroll Tax Service to Federal, State and additional Tax Jurisdictions as Needed During Contract Period Supply of Checks for Manual Check Processing Direct Deposit Service Pressure Sealed Check/Stub Service New Hire Reporting 50+ Standard & Interactive Reports including PERS/PFRS IROC Reports Group Term Life Role Based Security Report Builder Garnishment Remittance Service W-2 Processing Agency Check Service GL File for Munidex Totals below are estimates based on quantities provided to Primepoint in the discovery process. Billing will be based on the number of unique employees paid each month. *Please note: If there is no payroll processing in a month there will be a charge for an inactive feeBase Processing fee/month + selected optional services fees (if applicable) PAYROLL PROCESSING RATE QTY SUBTOTAL Payroll Technology Base Fee $100.00 1 $100.00 Per Employee Per Month Fee $5.00 377 $1,885.00 Total Monthly Processing Fee $1,985.00 Includes services listed above Document Ref: 2MTQL-THVKB-8RYDE-6Y7VF 8 Page 8 of 30