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.