HomeMy WebLinkAboutItem HSeptember 12, 2001
Ms. C. Darlene Cordova,
City Clerk
City of Los Alamitos
3191 Xatella Avenue
Los Alamitos, California 90720 -5600
Dear Darlene,
Forwarded for you records is one (1) copy of the Agreement
for Payroll Services between the City of Los Alamitos and
the City of Seal Beach for the initial term of one (1) year,
continuing thereafter unless terminated by either party.
Said Agreement was approved by the Seal Beach City Council
at their regular meeting of September 10`" and executed by
Mr. Bahorski, City Manager.
very truly yours,
Joanne M. Yeo, City Clerk
City of Seal Beach
Encl.
AGENDA REPORT
DATE:
September 9, 2001
TO:
Honorable Mayor and City Council
THRU:
John B. Bahorski, City Manager
FROM:
Pamela Arends -King, Director of Administrative Services/Treasurer
SUBJECT:
Agreement for Payroll Services between the City of Los
Alamitos and the City of Seal Beach
SUMMARY OF REOUEST:
Staff requests City Council approve the agreement for payroll services between the City
of Los Alamitos and the City of Seal Beach for an initial period of one (1) year, and shall
continue thereafter until and unless either party terminates the agreement and authorize
City Manager to execute agreement.
BACKGROUND:
Another firm that was not able to provide payroll services to City Municipalities bought
Payroll Services Unlimited, the company providing payroll services to the City. To
continue the municipal payroll service the City of Los Alamitos acquired the computer
hardware and payroll software from Payroll Services Unlimited.
The City of Los Alamitos will provide the same payroll services the City received from
Payroll Services Unlimited including filing all required Federal and State tax returns and
annual W -2's. Attached is Exhibit W that outlines the Scope of Services.
FISCAL IMPACT:
The annual cost for payroll services is $12,500. This is the same amount Payroll Services
Unlimited was going to charge the City for services rendered.
Agenda Item /
September 9, 2001
Agreement for Payroll Services between the City of l.os
Alamitos and the City of Seal Beach
Page 2
RECOMMENDATION:
Staff recommends Council approves the agreement for payroll services between the City
of Los Alamitos and the City of Seal Beach for an initial period of one (1) year, and shall
continue thereafter until and unless either party terminates the agreement and authorizes
the City Manager to execute the agreement.
Pamela Arends -King —�
Director of Aftinistrative Services/Treasurer
CITY OF LOS ALAMITOS
v
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Y y
Mayor:
Alice B. Jempso
Council MemCan:
Ronal Bates
Aabur DeBdt
KennelM1 C. Porker
Marilynn M. Poe
city Mmaper:
Robert O. Dominguez
3191 Katella Avenue
Los Alamitos. CA
9o)2oS6U0
September 7, 2001
Ms Joanne M. Yeo, City Clerk
City of Seal Beach
211 8`" Street
Seal Beach, CA 90740 -6305
Re: Agreement for Payroll Services
Dear Ms Yee:
At its meeting of August 27, 2001 the City Council of the City of Los
Alamitos approved the Agreement for Payroll Services dated August 27, 2001
with the City of Seal Beach.
Enclosed are two originals of the Agreement executed by the City of Los
Alamitos. Please sign both originals and return one fully- executed document
to my attention at the City of Los Alamitos. You may retain the second
original for your records.
Thank you for your assistance in this matter.
Very truly yours,
.aa4Co��
City Clerk
Telephone'.
(562)4313538
FAX (552) 4931255 Enclosures
w .ci.Los Alamltos.CA.US
® iiKyCLIBLE
AGREEMENT FOR PAYROLL SERVICES
BETWEEN THE CITY OF LOS ALAMITOS
AND THE CITY OF SEAL BEACH
THIS AGREEMENT is made and entered into as of August 27 , 2001 by and
between the City of Los Alamitos, a California municipal corporation, hereinafter called "City",
and the City of Seal Beach, a California municipal corporation, hereinafter called "Agency". It
is hereby agreed as follows:
KIINESSETH
WHEREAS, City owns the equipment, has the technical knowledge and employs the
personnel to provide payroll processing services and reports unique to municipalities in the State
of California; and,
WHEREAS, in order to maximize efficiency and reduce costs, City desires to provide
such payroll services for other municipalities in the region; and,
WHEREAS, Agency desires to maximize efficiency and reduce costs by contracting with
City to provide such payroll services for and on behalf of Agency; and,
WHEREAS, City and Agency desire to set forth in writing the obligations and
responsibilities of each party relating to provision of such payroll services.
NOW, THEREFORE, in consideration of the promises and mutual benefits which will
accrue to the parties hereto in carrying out the terms of this Agreement, and for other good and
valuable consideration the receipt and sufficiency of which is hereby acknowledged, it is
mutually understood and agreed as follows:
1. Services:
City shall perform payroll processing services for Agency in accordance with the terms of
this Agreement and as set forth in Attachment "A ", Scope of Services, attached hereto and
incorporated herein by this reference (collectively, "Services'l. City shall produce and deliver bi-
weekly payroll checks and reports to Agency on the schedule and in a manner as directed by
Agency's Administrative Services Director. In addition, City shall produce and deliver tax
reports to Agency on a quarterly basis.
2. Term:
This Agreement shall be effective for an initial period of one (1) year, and shall continue
thereafter until and unless either party terminates this Agreement by providing no less than ninety
(90) days prior notice to the other party.
Iav a14032v4 4-
3
All of the Services will be performed by City through City employees or contractors
under City's supervision. City shall own or lease, maintain, and otherwise be responsible for any
and all computer equipment, software, and office supplies necessary to produce and deliver the
Services.
4
A. Agency shall pay to City for the Services the amount of One Dollar and Fifty
Cents ($1.50) per check produced by City for Agency plus Thirty Five Dollars ($35.00) per hour
for actual time spent by City employees or contractors in performing the Services. City shall not
be entitled to any other compensation or expenses incurred pursuant to this Agreement unless
City receives prior written consent from Agency.
B. Every two weeks following the production of payroll checks and bi- weekly
reports, City shall furnish to Agency an original invoice for all work performed for Agency
during the preceding two -week period. The invoice shall detail the products delivered, the
number of checks produced, and the actual time spent by City employees or contractors in
performing the Services for Agency. Agency shall independently review each invoice submitted
by the City to determine whether the work performed and expenses incurred are in substantial
compliance with the provisions of this Agreement. In the event that no charges or expenses are
disputed, the invoice shall be approved and paid within thirty (30) days of receipt of City's
invoice. In the event any charges or expenses are disputed by Agency, the original invoice shall
be returned within thirty (30) days of receipt by Agency to City for correction and resubmission.
r,
City's Assistant City Manager shall represent City in all matters pertaining to
administration of this Agreement. Agency's Administrative Services Director shall represent
Agency in all matters pertaining to the administration of this Agreement. Such representation
shall include, without limitation, coordination of all necessary meetings and conferences, and
review and approval of all products submitted by City, but shall not include the authority to
enlarge the Services or change the compensation due to City.
6. Keeping Accounts:
City shall keep separate books of accounts in connection with the work to be performed
under this Agreement. All such books and records shall he retained for such periods of time as
required by law provided, however, notwithstanding any shorter periods of retention, all books,
records, and supporting detail shall be retained for a period of at least three (3) years after the
expiration of the term of this Agreement.
utv a140M4 _2_
A. All reports and other material prepared by City for Agency shall be property of
Agency, and City shall deliver such materials to Agency according to the terms of this
Agreement. City shall release all reports, materials, paper files, and electronic files prepared by
City for Agency pursuant to this Agreement to the custody of Agency upon written request by
Agency. City shall have the right to make duplicate copies of such materials and documents for
its files or other proposes as may be authorized in writing by Agency. Agency shall hold City
free and clear of any liability resulting from Agency's use of materials and documents for work
unrelated to this Agreement.
B. At all times, City shall retain ownership and/or control of all computer equipment
and software applications used to produce the reports, materials, paper files and electronic files
for Agency as referenced in Paragraph A above.
8. ReIeAge of Tnfomiation;
All information gained by City in performance of this Agreement shall be considered
confidential and shall not be released by City without Agency's prior written authorization
excepting that information which is a public record and subject to disclosure pursuant to the
C'alifnmia Puhlie. Records Act Government Code § 6250, et seq. If a Public Records Request is
submitted to City for documents or materials produced or kept for Agency pursuant to this
Agreement, City shall promptly notify Agency. City shall incur no liability under this Agreement
for materials which are released pursuant to the California Public Records Act, pursuant to
written consent by Agency, or any materials which are later released by Agency, its officers,
employees, or agents.
9. Indemnification;
A. City hereby agrees to indemnify, defend, and hold harmless Agency, its City
Council, officers and employees from any liability, including any claim of liability, and any and
all losses or costs imposed for injury (as defined by Government Code Section 810.8) arising out
of the negligent performance of this Agreement by City, its officers and employees.
B. Agency hereby agrees to indemnify, defend, and hold harmless City, its City
Council, officers and employees from any liability, including any claim of liability, and any and
all losses or costs imposed for injury (as defined by Government Code Section 810.8) arising out
of the negligent performance of this Agreement by Agency, its officers and employees.
Iava1403N4 _3
10. Notification:
Any notices or special instructions required to be given in writing under this Agreement
shall be given by personal delivery or by certified United States mail, return receipt requested,
postage prepaid, addressed as follows:
CITY: City Clerk
CITY OF LOS ALAMITOS
3191 Estella Avenue
Los Alamitos, California 90720
Telephone: (562) 431 -3538
AGENCY: City Clerk
CITY OF SEAL BEACH
211 Eighth Street
Seal Beach, California 90740
Telephone: (562) 431 -2527
11. FntirP Agreement:
This Agreement is the complete, final, entire, and exclusive expression of the
understanding between the parties hereto and supersedes any and all other agreements, either oral
or in writing, between the parties with respect to the subject matter herein. Each party to this
Agreement acknowledges that no representations by any party which are not embodied herein
and that no other agreement, statement, or promise not contained in this Agreement shall be valid
and binding.
12. Modification of Agreement:
The terms hereof are subject to modification by mutual agreement between City and
Agency provided such changes are incorporated by written amendments to this Agreement. The
parties agree that the requirement for prior written changes, amendments, or modifications to this
Agreement may not be waived and any attempted waiver shall be void.
13. Termination:
Following the first year after execution, this Agreement may be terminated by either party
at any time by giving ninety (90) days prior written notice to the other party.
[END OF TEXT; SIGNATURES NEXT PAGE)
IRV N14013v4 -4-
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed by and
through their respective authorized officers, as of the date first above written.
CITY:
CITY OF LOS ALAMITOS
Robert C. Domingue , C' Manager
Date:
ATTEST:
City lerk
APPROVED AS TO FORM:
CI omey
IRV#1 Q3 v4 -5-
AGENCY:
CITY OF
orski, City Manager
9 /2, o
ATTEST:
C15�91erk
APPROVED AS TO FORM:
City Attorney
Exhibit "A"
A. Maintain Unlimited Earnings Categories:
Regular and Overtime
Vacation, Sick and Holiday
Comp and Injury
Court Time, Post Pay, Assignment
Uniform, Boot and Auto Allowances
B. Maintain Unlimited Deduction Categories:
Federal and State Withholdings
Credit Union
Employee Purchase Plans
Garnishments
Association Dues
Insurance - Medical, Dental and Life
P.E.R.S. Buy Back Plans
Deferred Compensation Plans
C. Maintain Unlimited Benefit Categories:
Medical, Dental and Life Insurance
Medicare and Social Security
P.E.R.S. Plans
Cafeteria Plans
D. Maintain Unlimited Leave Categories and Accrual Tables:
Vacation
Sick
Holiday
Floating Holiday
Administrative Leave
Injury Leave
Compensatory Leave
E. Record, accrue and track all leaves with current and year to date reports.
(Leaves can be based on length of service, job classification or bargaining
units).
IRV #IQ32v4 A -1
Payroll Register
Deduction Register
Benefit Register
Labor Distribution Report
Leave Register
P.E.R.S. Register and Report
Journal Entry Report for General Ledger Posting
Updated Alpha and Numeric Employee Listing
Time Sheets
Payroll Checks
Direct Deposit Vouchers
Custom Reports Available upon request
Irr. P2yrnn Tmplementatinn
Produce Payroll Checks
Implement Direct Deposit of Federal and State Taxes
Implement Direct Deposit of Payroll Checks
Produce Quarterly Federal and State Payroll Tax Returns
Produce Annual W -2's
Earnings Files: Set up Earnings categories for all bargaining units
Deduction Files: Set up Deduction Categories that apply
Benefit Files: Set up Benefit Categories that apply and/or per M.O.U.
Leave Files: Set up Leave Categories that apply and/or per M.O.U.
Retirement Files: Set up P.E.R.S. files
Employee Files: Set up employee personnel files, bargaining units, labor
distribution accounts etc.
Direct Deposit Files: Set up employee direct deposit notices
Parallel Ran: I to 2 Parallel Payroll runs prior to transferring the payroll to
outside processor
IRV #1032v4 A -2