Electronic Payroll Submission (LCPtracker)
Electronic Submittal of Certified Payroll
Federal Contractors are required to submit Certified Payrolls on a weekly basis, while state contractors must submit payrolls biweekly. Both can be done online through LCPtracker. When a project is awarded, the City will set up the project in the LCPtracker system and provide the prime contractor (general contractor) with a log-in and password. In addition, subcontractors will be assigned separate log-ins and passwords.
This paperless submission process is not optional. Paper payrolls submitted to the OEO will be returned and contractors will have to enter them into the online system to ensure payment of submitted invoices.
Computer and Internet Access
The contractor will need a computer and internet access for LCPtracker. For contractors without these resources, the prime contractor of each project will provide the computer and equipment necessary to submit payrolls electronically. Public computers are available at most public libraries. In addition, the Mayor’s Office of Equal Opportunity has a dedicated computer with internet access for contractors to use.
Contractors interested in taking an LCPtracker class are asked to contact the Mayor’s Office of Equal Opportunity at 216.664.4152 . In addition, training can be found online via tutorials made available when logging into the system.
Good Faith Effort
The OEO monitors and enforces compliance with Cleveland Small Business (CSB) participation goals by, among other means, evaluating each bidder’s OEO Schedules 1 through 4 to determine whether the bidder has made a good-faith effort to employ CSB, MBE, and FBE subcontractors, as applicable to the contract.
To make its determination, the OEO primarily examines the following aspects of the project and any particular bid:
Opportunities for Subcontracting
Opportunities for subcontracting are determined by the nature of project, scope of services, and what other bidders propose to subcontract.
Availability of CSB/MBE/FBE Potential Subcontractors
The OEO takes into consideration how many of CSB/MBE/FBE firms in the Cleveland Contracting Market, as applicable, are listed in its CSB/MBE/FBE Registry (available on the City’s website) for each potential area of subcontracting.
Bidder’s Commitment to CSB/MBE/FBE Subcontractors
The OEO refers to a bidder’s OEO Schedules 2 and 3 to see whether they are properly completed and consistent. The OEO also examines whether the quantity of work the bidder plans to subcontract to certified CSB/MBE/FBEs (measured as a percent of the total bid amount) meets the percentage goal(s) for the contract.
Bidder’s Efforts to Subcontract to CSB/MBE/FBE Firms
If a bidder does not demonstrate in its OEO Schedules the percentage of work it will subcontract to certified CSB/MBE/FBEs to meet contract goal(s), the OEO refers to a bidder’s Schedule 4. In Schedule 4, a bidder must document a sufficient number of contacts for available certified firms to meet the contract goal(s), or explain the unavailability of firms or the impracticality of subcontracting, as applicable. In evaluating Schedule 4, the OEO considers the subcontracting opportunities and the number of certified firms available for each opportunity.
Contractor's Submission Schedule
Certified Payroll Reports, Workforce Tables, and Invoicing Affidavits are due on the third (3rd) Monday of every month by the end of business. Submissions should contain information for all work performed as of the last day of the prior month.