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Secutity Services and Support Agreement

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Secutity Services and Support Agreement Powered By Docstoc
					        REPORT'RECOMMENDATION THE BOARD OF SUPERVISORS
                             TO
              OF SAN BERNARDINOCOUNTY,CALIFORNIA
                      AND RECORDOF ACTION

                                         July 22,2008


FROM:        LARRYWALKER
                          ler-Recorder
             Auditor/Gontrol

SUBJEGT: CONTRACT              ELECTRONIC
                 WITH CALIFORNIA         RECORDINGTRANSACTION
               AUTHOR|TY
         NETWORK         (CERTNA)FORPAYROLLAND EMACSSERVICES

RECOMMENDATION(S)
Approve       (Agreement
       contract          No. 08-790)betweenCounty             Electronic
                                                 and California        Recording
          Network
Transaction             (CERTNA) provision payroll EMACS
                Authority         for       of     and          Teamservices.
(Presenter:                                 386-9000)
                    Auditor/Controller-Recorder,
         LarryWalker,

BACKGROUND      INFORMATION
                        approved
     Board of Supervisors       the creation a Joint PowersAgency,knownas the
                                            of
 alifornia         Recording
          Electronic        TransactionNetwork Authority(CERTNA), July 17, 2007
                                                                  on
item#3O).The CERTNA    Board Directors
                            of        desires the County
                                            that                payroll EMACS
                                                          provide    and
Teamservices orderto payits employees.
              in

    contractproposes provide
                     to     CERTNA withpayrollservicesconsistent the levelprovided
                                                               with
                                         providesservicesof the EMACSTeam as
   Countydepartments. Further,the contract
necessary implement
         to                  pay
                       CERTNA and/or  benefit
                                            changes            upontimelyreceipt
                                                     conditioned                of
request,abilityof the EMACSTeam to accomplish request,
                                              the                           of
                                                         and at the direction the
EMACS  Steering Committee.


Thereis no localcostimpact,because contract
                                    the        provides full reimbursementall costsby
                                                       for                of
   JPA. For FY 2008-09,  payrollservices be billedregularly CERTNA a rateof $6.22
                                        will               to          at
per payrollwarranVdirect deposit. Futurerateswill be adjustedbased upon the approved
County-Wide  CostAllocationPlan(COWCAP).     EMACS  Teamservices be provided the
                                                                  will            at
08-09approved   hourlyrate of $82 and will be adjusted accordance
                                                      in           with the CountyFee
Ordinance.  CERTNA maintain equivalent 330%of one pay period's
                    will        the           of                       salaryand benefit
costson depositwiththe County.




                                                                               PageI ot 2



     ACR- Walker   w/agreements                                       of Supervisors
     Conlracior- c/o ACR w/agreement
              -
     Periculumc/o RiskMgmt.   w/agree.
     ACR- Accts.Payable  Mgr.w/agree.
     RiskManagement
     County          -
            Counsel Norris
     T/TC- Kerber                                                                  SECOND
     CAO- Amis                                                                       5
     File- Agreements
     7t23t08                             DENA
     AGREEMENTNO. O8.79O                 BY
     ITEM 036
                                         DATED: July 22,2008
                                                                                  FC'RCOUNTYUSEONLY
                                      E! t'tew                     Vendor Code               Dept.                             Number
                                                                                                                        Contract
                                      Q Chanoe
                                      l-l I Cancel
                                                                                          SC             A           08-1q0
                                           Department
                                      County                                             DePt.     Orgn.                     License
                                                                                                                   Contractods     No.
                                                Auditor/Controller- Recorder
                                             Representative
                                      Contraci                                                Tebphone              TotalContradAmount
    Countyof San Bemardino                                                               ()                                  $
                                                                                  Contrac{TYPe
                FAS                     lV| he'anrre       Tl Fncrrmhered        l-l unencumbered                   n    Other:
                                       lf not encumbered revenue
                                                        or      contracitype, provklereason:
    STANDARDCONTRACT                          CommodityCode      Contrac{Slart Date ContractEnd Date                 Amount ryTlendment
                                                                                                              Original                Amounl
                                                                                                        $                          $
                                        Fund         Dept.      Organization     Appr.                           No
                                                                                               Source GRC/PROJ/JOB
                                                                                         Oby'Rev                                       Amount
                                                                                                                                   $
                                                                          I


                                        Fund         Dept.      Organization     Appr.   Offiev Source 3RCIPROJ/JOB No
                                                                                                                                   $
                                        Fund         Dept.      Organization     Appr.   Obffiev Source 3RC/PROJ/JOBNo
                                                                                                                               $
                                                                          I

                                                                                              EstimatedPayrnentTotal Fbcal Year
                                                                                                                   by
                                             Payroll&EMACS  Team
                                                   Services                         FY         Amount        l/D        FY        Amount        l/D




 THISCONTRACT enteredinto in the Stateof Califomia and between Countyof San Bemardino,
              is                                  by          the                              called
                                                                                     hereinafter
          and
 theCounty,
 Name
 CalifomiaEledronicRecordingTransactionNetworkAttthority                                 called CERTNA
                                                                               hereinafter
 Address
                 Lane
 222W. Hospitality

             CA
 SanBemardino, 92415
 Telephone                            Federal lD No. orSocial Secutity llo.



IT IS HEREBY      AS
            AGREED FOLLOWS:
(Use sp€e Mlow and a&itianal bond sfieefs. Sef ,i?rfn serybe fo M rendetd, amount to re paid, r,anner ot payment, time for prfomane    or wnpldion,
cbtenninatio|tof $€ltfuuy patormane and o€,usF teminat*y,, othq termsa\cl onditions, dtd dt&t plstts, rya*ticatong and a&nda, if any.)
                                              for




                                                                                                                                            I
                                                                                                                                        Page of4
1 . INTRODUCTIOil

                         Recording
                Electronic                   Networ*Authori$(CERTNA) the Countyof S|n Bemardino
                                   Transaction                        and                            (Gounty)
  The Califomia
  enterintothis agreement seeking formulate
                                 t6                                working.
                                            and maintain cooperative
                                                        a                            in whichCo_unff
                                                                          relationship            will
  proviCepayrolt ind EMACS               to
                            Teamservices CERTNA     (EMACS County'sEmployee
                                                            is                 Management Compensation
                                                                                           and
  System).

   TERII OF THISAGREEiiENT

   The termof this agreement fromAugust1, 2008untilterminated per contractprovisions.
                           is                               as

                         (COUNTY)RESPONSIBILITIES
   couNw oF sAN BERNARDINO

     A" Payroll services

         1. CountyshagprovideCERTNAwith payrollservicesconsistent the levelof services
                                                                with                  provided County
                                                                                             to
                       Examples services
            deparbnents.       of        include:



                                     Department
                           Development
                  Employment



         2. Payrollservicesprovided shallalsoinclude accessto eTimeand Self€ervice,computer   systems, central
            files/documenUrecords          veriftcation data integrity
                                  retention,          of                                       enor corrections,
                                                                                  authorization,
                                                                      and signature
            reports,and other pro@ssesnormallyassociatedwith these services.For purposesof this agreement, the
                                 meansthat documents
            pfrnse "dataintegrity"                     includeall the data neededto postdocuments that all
                                                                                                  and
            systemcodesare completeand valid.

      B. County EiIACS DevelopmentTeamservices

         The CountyEMACSDevelopment     Team(EMACS  Team)shallprovide CERTI,IA
                                                                     to       technbaland functional
         supportservices                    to        pay                   subject and conditioned
                                    necessary implement and/orbenefitchanges,
                         ("services")                                              to                upon
         the followingprovisions limitations:
                               and

           1) Servicesshallbe provided the direction the EMACSSteering
                                      at            of                                  of
                                                                               consisting the
                                                                      Committee,
                                        Director
              Auditor/Confoller-Recorder,      of HumanResources, fnformation
                                                                and          Services         Chief
                                                                                     Department
              InformafionOfficer.

                    for
          2) Requests servicesmustbe received a timelymannerin orderto be considered processing.
                                             in                                    for

          3) Uponreceiptof a requestftom CERTNAbr services,the EMACSTeam shall reviewthe requestin a timely
             mannerand shallreportto CERTNA      regarding abilityof the EMACSTeamto accomplish requested
                                                         the                                        the
             change,the estimatedtime to effect the request,and the estimatedcost of said services.

          4) lf the EMACSteamconcludes the requested
                                         that           changecannotbe accomplishedbecause goesbeyond
                                                                                           it
             the abilityof EMACSto accommodate desiredchange,EMACSTeamwill notiff CERTNA
                                                 the                                          and shallhave
             no oblgationto pursuethe change. lf CERTNA the EMACSTeamcan agreeon a timeframethat can be
                                                       and
             met andwillaccomplish CERTNAsdesiredinterests,then EMAGS Teamwilleffectthe change.




                   Use
     t] Gontract Databce     tr FAS
     InputD#               Keyed By
                                                                                                         Page2of4
CERTNARESPONSIBILITIES

  A. Provideemployeedocumentationto EilIACS

     CERTNA   shallprovide EMACSCERTNA
                          to                               documentation
                                              board-approved                                   benefit
                                                                                 spec_lqc_qayand
                                                                        containing
     information newemployees
                for                                              for
                                   and/orchanges pay and benefits existing
                                                to                        employeesCERTNA    employees
     shallreceiveeconomic                                                  are
                           benefilsand leaveaccruals whichCountyemployees eligible,
                                                    for                              including
     participation the county'sretirement
                 in                      system,as approved CERTNA
                                                           by        board-

  B. Appoint Gounty as tax agent

      1. CERTNA required provideits FederalEmployer
                   is        to                                         Number(FEIN)and StateEmployer
                                                           ldentification
                      Numbers
         ldentification                                                              unemployment
                                                               socialsecuri$,Medicare,
                                (SEIN)to the Countyfor reporting                                 insurance,
         StateDisabilityInsurance, pemonalincometax withholding.
                                   and

      Z. CERTNA required complete
                  is       to         IntemalRevenueServices                 Coun$ as its tax
                                                            Form2678appointing
         reporting,         and
                  depositing,   payingagent

      3. CERTNA shaltannually                                                      Ratesand Statement
                             provide Coun$ copyof form DE 2088(Noticeof Contribution
                                    to
                       Insurance
         of Unemployment         Reserve      for
                                        Account Calendar  Year)from EDD(California Employment
         DevelopmentDePartment).

  C. Paymentfor servicee

      1. Payment salaryand benefitcostsfor CERTM employees
               of

             a. CERTNAagreesto fullyfundall salaryand benefitcostsfor CERTNAemployees.

             b. CERTNA     shallmaintrain equivalent 330Yo one pay period'ssalaryand benefitcostson
                                         the           of       of
                deposit  with the County. On the firstday of eachmonth,CERTNA shallreplenish fundsbasedon
                                                                                           the
                the first pay periodendingin the priormonth.The depositrepresents estimate the salaryand
                                                                                the         of
                benefitcostrs  for threepay periodsplus 10 prcent.

             c. Failure CERTNA maintain required
                       of         to         the        balance with the Countywithinfwe daysafternoticefrom
                the Countyshallbe grounds immediate
                                          for          termination contract
                                                                 of                           for
                                                                            withoutrequirement further
                notice. The CountyAuditorlController-Recorder havethe powerto providenoticeand tenninate
                                                           shall
                the contractunderthis paragraph.

      2. PaymentforpayrollandEMACSTeamservices

             a. Payrollservices be billedto CERTNA Countyon an annual,semi-annual,
                               will                 by                                   quarterly, monthly
                                                                                                   or
                basis,as agreeduponby the parties.
                                                 CERTNA   shallreimburse   Countyfor payrollservices $6.22
                                                                                                   at
                                      deposit. Ratesper unitof seruice be adjusted
                per payrollwananUdirect                               will                    to
                                                                                      annually tte County's
                Stateof Califomiaapproved County-WideCostAllocation Plan,and suchadjustments    shallconstitute
                                       to
                an automaticamendment this contrac*.

             b. CERTNA  shallreimburse                        reguested
                                       Countyfor any additional          EMACS    Teamservices basedon
                actualhoursworkedat the cunentAuditor/Controller-Recorder rateas statedin the Fee
                                                                          hourly
                Ordinance approved the Boardof Supervisors.
                         as          by                         The 2008-09hourlyrateis $82. lt duringany
                systemupgrade,          EMACS
                               additional       Teamwork is required maintain redoany changemadefor
                                                                     to           or
                CERTNA  pursuant this provision,
                                 to             then CERTNA   shallpay for that additional
                                                                                         workat the cunent
                houdyrate.

   D. lndemnification




                                                                                                    Page 3 of4
            1. CERTNA  agreesto indemnify,                       the
                                           defendand holdharmless Gounty    and its authorizedoffcels, employees,
               agentsand-volunteers iny and allclaims,actions,
                                   from                        losses,damages,   and/orliabili$ arisingfrom
               CEnfnXs negligent  acts,efforsor omissions for any costsorexpensesincunedby s|e Countyon
                                                        and
               account any
                      of   ctaimtherefore, exceptwheresuchindemnification prohibited law.
                                                                         is            by

           2. Countyagreesto indemnlff,defendand holdharmless      CERTNA    and its authorizedofficers, empbyees,
              agentsaid volunteers ftom any and all claims,actions,klsses,damages,    and/orliabilityarisingtromCounty's
              nfuligentacts,enors or omissions for any costsor expenses
                                              and                            incunedby CERTNA account any
                                                                                                    on         of
              claim therefore,exceptwheresuch indemnification  is prohibitedby law.

5. TERMNATION SERVICES
             OF

       A. TerminationbY COUNTY

            Countymaygivewrittennoticeto CERTNA    that Countywill no long_erprovidea speciftc         Countyshall
                                                                                                service.
            coopeiatewiln CfnfNA 16ensurethat a vitalservice  provided by_County available
                                                                                 is           froman altematesour@
                                                                                                            exceptas
                                        The noticeshall be givenat least 90 days prior to servicetermination,
            beforeservicesare terminated-
            provided Section
                    in        4.C.1.c-

         B, Termination bY CERTHA

            CERTNAmay give noticeto Countythat CERTNAwill no longeruse a specificGountyservice.The noticeshall
            be given at least 90 days priorto servie termination.




COUNTY SANBERNARDINO
     OF                                                               ELECTRONIC
                                                             CALIFORNIA                 TRANSACTION
                                                                                RECORDING
                                                             NETWORKAI.JTHORITY



                      , Board Supervisors
                             of

                  JULZ 2 l00S
Dated:                                                        oatea,7 /a4hzp&

        CE
SIGNEDAND                               OF THIS
DOCUMENT                                THE
CHAIRMAN




Approvedas to                                      ContractComplian€                      to
                                                                                  Presented


                                                                                           l'lead
                                                                                  DepErtment
                ^//
o"t"      Z/ro/o?                                                                 Date




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