HomeMy WebLinkAboutMINUTES - 07092013 - C.56RECOMMENDATION(S):
APPROVE and AUTHORIZE the County Administrator, or designee to execute on behalf of the County a contract
amendment with ADP to increase the travel expense reimbursement limit from $10,000 to $100,000, and increase the
term by amending the contract so that its five year term runs from the date the system is put into use (second quarter
2013/14 fiscal year) instead of the contract effective date (January 18, 2011) to provide the automated timekeeping
hardware, software and professional service for the Time and Labor Management/Hosting Project.
FISCAL IMPACT:
The costs will be spread to all user departments to maximize federal, state, and other revenue offsets.
BACKGROUND:
Contra Costa County currently collects employees’ time through various means, such as paper timecards and manual
time entry. The current process for collecting time is operationally ineffective and open to errors and compliance
issues.
The County selected ADP to provide automated timekeeping hardware, software and professional service for the
Time and Labor Management/Hosting Project and the Board of Supervisors approved the contract on January 18,
2011. The Board of Supervisors later approved an amendment to the contract on April 24, 2012, which increased the
payment by $25,000 with no change to the contract terms.
As the project continues towards the “Go Live” phase, additional onsite support is needed which requires
APPROVE OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
Action of Board On: 07/09/2013 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF SUPERVISORS
AYE:John Gioia, District I Supervisor
Candace Andersen, District II
Supervisor
Mary N. Piepho, District III
Supervisor
Karen Mitchoff, District IV
Supervisor
Federal D. Glover, District V
Supervisor
Contact: Lisa Driscoll, (925)
335-1023
I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board
of Supervisors on the date shown.
ATTESTED: July 9, 2013
David Twa, County Administrator and Clerk of the Board of Supervisors
By: June McHuen, Deputy
cc: Elizabeth Verigin
C. 56
To:Board of Supervisors
From:David Twa, County Administrator
Date:July 9, 2013
Contra
Costa
County
Subject:Amend Contract with ADP, Inc.
BACKGROUND: (CONT'D)
additional travel expenses. Furthermore, changes, modifications, revisions and additions to the terms and
conditions of the Master Services Agreement dated January 18, 2011 are needed to increase the contract terms.
Attached is the proposed amendment to Annex A and Annex Z of the original Master Service Agreement, as
agreed upon between ADP and the County.
CONSEQUENCE OF NEGATIVE ACTION:
If this action is not approved, the County will not be able to move forward with the implementation of an
automated timekeeping system that will eliminate ineffective and costly processes.
CHILDREN'S IMPACT STATEMENT:
Not applicable.
ATTACHMENTS
ADP Amendment
Page 1 of 2
First Amendment
To
Master Services Agreement
Between
ADP, INC.
and
CONTR A COSTA COUNTY
This Amendment (“First Amendment”), made as of July 9 , 2013, between ADP, Inc. (“ADP”)
and Contra Costa County (“Client”), contains changes, modifications, revisions and additions to the
terms and conditions of the Master Services Agreement dated January 18, 2011, as amended
(collectively, the “Agreement”), between the parties hereto.
In consideration of the mutual covenants contained in the Agreement and herein, and for other
good and valuable consideration, ADP and Client hereby agree as follows:
1. Annex A General Terms and Conditions.
Annex A is hereby amended by adding a new Section 1.9.1 immediately following Section 1.9 as
follows:
“1.9.1 “Go Live Date” means the date on which the System is first made accessible to Client to
process payroll data for its employees and which date shall be documented in correspondence
from ADP to Client, and countersigned by Client.”
2. Annex Z Service and Fee Schedule.
Section 3 Termination Date. Section 3 of Annex Z is hereby amended by deleting the
text, “after the Effective Date” and replacing it with, “from the Go Live Date.”
Section 4 Payment Limit. Section 4 of Annex Z is hereby amended by deleting
“$3,116,400” therefrom and replacing it with “$3,141,400.”
Section 6 Time and Labor Management Services and Fees. Section 6 of Annex Z is
hereby amended as follows:
a. The following is added to the end of the “Implementation” paragraphs:
“D. ADP shall commence invoicing Client for the Deferred Fee
Monthly Amount of $9,328.96 for Implementation Services on the Go
Live Date for sixty months.”
b. The “Travel” subsection of Section 6 is amended by deleting “$10,000” appearing
therein and replacing it with “$100,000.”
Page 2 of 2
Exhibit 1 TLM Pricing. Exhibit 1 (TLM Pricing) to Annex Z is hereby amended as follows:
a. The Travel Expense table in Exhibit 1 to Annex Z is hereby deleted in its
entirety and replaced with the following:
Unit Rate Total Cost
ADP Travel Expense (per trip)
- Includes Airfare, Food,
Lodging, Transportation
$2,000 $100,000
b. The following is added to the end of the “Monthly Recurring Fees” table:
“Client has an option for a one-time upgrade of the Enterprise eTIME
Software at a 50% discounted amount of $25,000. If Client exercises this
option, it must do so no sooner than thirteen months after the Go Live
Date.”
Except as expressly amended by this First Amendment, all terms and conditions contained in the
Agreement shall remain in full force and effect. In the event of any conflict between the terms and
conditions contained in the Agreement and the terms and conditions contained in this First Amendment,
the terms and conditions contained in this First Amendment shall prevail. The terms defined in the
Agreement and used in this First Amendment shall have the same respective meanings as set forth in
the Agreement unless otherwise clearly def ined in this First Amendment.
IN WITNESS WHEREOF, the parties hereto have caused this First Amendment to be duly
executed by its authorized representatives as of the date first above written.
ADP, INC. CONTRA COSTA COUNTY
By: By:
Name: Name:
Title: Title:
Approved as to form:
Sharon L. Anderson, County Counsel
By:
Name:
Title: Deputy County Counsel