What is the deadline for submission of payroll changes (e.g. W-4 forms, rates of pay) in order for them to take effect for the next payroll?

The Human Resources department deadline for submission of payroll changes is the Monday prior to the current payroll for the change to take effect in the next payroll.  For example, the HR submission deadline for items to possibly be included in the 11/06/14 payroll check date was 10/20/14.

The Finance deadline for submitting payroll changes (in order for them to take effect in the next payroll) is two full weeks prior to the next payroll check date.  Using the HR example above, the Finance submission deadline for items to be included for the 11/06/14 payroll check date was 10/23/14.

Who can sign contracts, leases, or agreements on behalf of the County?

Only the Chair of the Board of Rockingham County Commissioners can sign contracts, leases, or agreements, or the Vice Chair in the absence of the Chair. Additionally, signature only happens after majority approval through an approved vote of the contract/agreement/lease by the Board. Other Elected Officials, Division Directors, and employees are not authorized to sign contracts, leases, or agreements on behalf of the County.

Where should prospective vendors send their Request for Proposal (RFP) responses?

Prospective vendors should send their RFP responses to:

Rockingham County Commissioners
RFP – “RFP Name”
119 North Road
Brentwood, NH  03833

RFP responses that are not properly addressed, or that are not marked with the RFP name, run the risk of not being received by the Commissioners Office by the deadline, or being opened along with regular mail, and therefore invalidated.  Please ensure vendors know to clearly mark any materials with the RFP name, at a minimum.

If a vendor has specific questions regarding the RFP, they should refer to the departmental contact information detailed within the RFP.   For more details on the bid process, please see the RFP Policy and Procedures.

Are there exceptions to the competitive bidding process for purchases greater than $5,000?

Yes, there is an exception to the competitive bidding process (per RSA 28:8-f).  If it can be proven to the Rockingham County Board of Commissioners that it is proper to forego the bid process and award a purchase, contract, or lease to a particular vendor, then a Bid Waiver Request can be approved by the Commissioners.  The vote by the Commissioners must be unanimous (three for, none against). For more details on the bid process, please see the RFP-Policy-and-Procedures.

What is the minimum dollar threshold for the required bid process to go into effect?

The minimum threshold for the competitive bidding process is $5,000, per County law (RSA 28:8, RSA 28:8-b and RSA 28:8-f). This threshold applies for purchases of all kinds, contracts and leases.  If the first year payment total under a contract or lease is less than $5,000 but the grand total of the stream of payments under the same contract or lease is $5,000 or greater, then the bid process does apply.  For more details on the bid process, please see RFP Policy and Procedures.

I am reviewing our department’s aged receivables, and there are several that are very old and we are unlikely to collect the monies owed to the County. How do we go about getting those items written off?

Any items that are believed to be uncollectible should be submitted to the Finance Office for review.  A summary should be included (signed by a division director/elected official), along with documentation regarding all collection procedures that were taken and related support.  The Accounting Manager and Finance Director will review the department’s information, and compose an official write-off request.  This request will be submitted for approval to the Commissioners at one of their regularly scheduled meetings.  After Commissioner approval, the receivables in question are considered written off.  The Finance Office will make appropriate entries in MUNIS to record the write-off, and departments should take corresponding steps for any receivable subledgers that they separately maintain.   The same process should be followed for any payables owed by the County that, per detailed investigation, have been determined to no longer be due to an outside party and therefore should be written off.