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HomeMy Public PortalAbout2014.227 (12-16-14)RESOLUTION NO. 2014.227 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LYNWOOD APPROVING THE SELECTION OF A VENDOR' FOR TIME AND ATTENDANCE AND PAYROLL SERVICES AND AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH ADP WHEREAS, on July 15, 2014, Council directed staff to research time and attendance solutions for the City; and WHEREAS, City staff researched several solutions and reviewed the current payroll process to identify procedures that could be streamlined to make the overall process more efficient; and WHEREAS, the City currently uses manual timesheets and "Request for Time - Off' (i.e. vacation, personal, holiday) forms, which are signed by the employee and the Department Head or designee; and WHEREAS, City staff would like to eliminate the manual process of collecting and processing timesheets as well as requests for time off, which is inefficient and time consuming; and WHEREAS, the Human Resources Department is looking for more efficient ways to manage leaves (i.e. FMLAs, attendance, sick leave abuse) on a real -time basis; and WHEREAS, on August 19, 2014, Council authorized staff to solicit bids for a time and attendance solution; and WHEREAS, staff issued the RFP on August 19, 2014; and WHEREAS, the City Clerk's Office received six proposals by the deadline; and . WHEREAS, staff reviewed and evaluated the proposals against certain criteria and found that all of the firms were qualified to provide time and attendance software; and WHEREAS, staff scheduled a demonstration with the 3 most competitive firms to view the functionalities of the time and attendance software and to provide an opportunity to ask specific questions; and WHEREAS, staff from the majority of all departments as well as labor union representatives participated in the demonstrations; and WHEREAS, beginning January 2016, the City will be required to comply with the Affordable Care Act (ACA); and WHEREAS, the Affordable Care Act will require large employers to report certain information on full -time employees to assist the IRS in determining whether an employer is subjected to the Section 4980H excise tax. This excise tax will be assessed against large employers failing to offer minimum essential health coverage to their employees or providing health coverage which is not affordable; and WHEREAS, large employers will be required to file returns on Form 1094 -C (a transmittal) and Form 1095 -C (an employee statement). Employee statement must be furnished to individual employees before January 31 or the year following the year to which it relates. Returns filed with the IRS are due no later than February 28 (March 31 if filed electronically) of the year following the year to which the return relates; and WHEREAS, of the 6 proposals received, ADP was the only firm able to provide both a time and attendance solution and ACA Compliance Services (tracking and reporting). ACA Compliance Services are included in ADP's Payroll Solutions; and WHEREAS, due to the City's current methodology for ACA tracking, the complexity of the ACA tracking, the complexity of the ACA reporting requirements, and the shortage of Payroll and Human Resources staff, staff is recommending that Council consider contracting with ADP for time and attendance and payroll services; and WHEREAS, key benefits to the City, which would include increased productivity and enhanced efficiency; increase accountability and integrity of date; easy access to calendar of approved and pending time off requests of employees and real -time accrual balances (based on hours used and approved requests for time off), and total hours worked to make better and faster decisions in response to employee requests; attendance reports including summary of year -to -date attendance information for employees such as hours worked, vacation and sick time, plus exception information, which can be used for performance evaluations; easy access to payroll records which are often needed for audit purposes and personnel matters; compliance with the Fair Labor Standards Act and Affordable Care Act; reduction in the use of paper and storage costs for payroll records; and enhanced employee self - service options such as W-4 changes (Employee Withholding Allowance Certificate) and Direct Deposit enrollment and changes. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LYNWOOD DOES HEREBY RESOLVE, DECLARE, DETERMINE AND ORDER AS FOLLOWS: Section 1. The City Council hereby authorizes the Mayor to execute an Agreement for Time and Attendance and Payroll Services with ADP in a form approved by the City Attorney. Section 2. That the City Council authorizes the City Manager or designee to transfer ($40,000) budgeted amounts for General Fund salaries and benefits for certain vacant positions to the Professional /Contractual Services line items in the Finance and Human Resources Departments as follows Section 3. This Resolution shall go into effect immediately upon its adoption. Section 4. The City Clerk shall certify as to the adoption of this Resolution. PASSED, APPROVED and ADOPTED this 16th day of December, 2014. ATTEST: Mar4i Quinonez,—Cify berk APPROVED AS TO FORM: David A. Garcia, City Attorney APPROVED AS TO CONTENT: J. Arnoldoa ", City Manager Amancd-a Roberson Director of Finance Human Resources Department General Professional /Contractual Services Fund Salaries and Benefits - $18,171 Expenditures Line Item — 1011.35.335.63025 - $18,171 Finance & Administration Department Professional /Contractual Services General Fund Salaries and Benefits - Expenditures Line Item — $21,1829 1011.30.270.63025 - $21,829 Section 3. This Resolution shall go into effect immediately upon its adoption. Section 4. The City Clerk shall certify as to the adoption of this Resolution. PASSED, APPROVED and ADOPTED this 16th day of December, 2014. ATTEST: Mar4i Quinonez,—Cify berk APPROVED AS TO FORM: David A. Garcia, City Attorney APPROVED AS TO CONTENT: J. Arnoldoa ", City Manager Amancd-a Roberson Director of Finance e irector Human sources Risk Management STATE OF CALIFORNIA ) ) SS. COUNTY OF LOS ANGELES ) I, the undersigned, City Clerk of the City of Lynwood, do hereby certify that the foregoing Resolution was passed and adopted by the City Council of the City of Lynwood at a regular meeting held on the 16th day of December, 2014. AYES: COUNCIL MEMBERS ALATORRE, SANTILLAN -BEAS AND SOLACHE NOES: NONE ABSENT: NONE ABSTAIN: NONE Maria Quinonez, City Clerk STATE OF CALIFORNIA ) ) SS. COUNTY OF LOS ANGELES ) CASTRO, HERNANDEZ, I, the undersigned, City Clerk of the City of Lynwood, and the Clerk of the City Council of said City, do hereby certify that the above foregoing is a full, true and correct copy of Resolution No. '2014.227 on file in my office and that said Resolution was adopted on the date and by the vote therein stated. Dated this 16th day of December, 2014.