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BASIC FMLA Tracking <br />September 18, 2018 <br />Page 2 <br />Department of Labor or a hearing by any governmental agency or bureau, regarding compliance <br />with qualified <br />leaves, including any changes or modifications to the City's Family and Medical Leave Policy and <br />the steps required to comply with the changes. <br />The City obtained information and quotes through the City's benefits broker, Kennan and <br />Associates. Interviews were conducted by City staff and ultimately selected, BASIC. Currently, <br />the process of FMLA Administration and tracking is being done manually with Excel <br />spreadsheets, which is not an efficient way to track qualified leaves of absence. It also requires, <br />hours of staff time to run reports, log time, evaluate qualifying time and track leave time. It will <br />also keep our City in compliance with the Department of Labor and Health Insurance Portability <br />and Accountability Act of 1996 (HIPPA) compliance. The parties have agreed that any claim or <br />controversy arising out of or relating to this agreement will be settled by binding arbitration in <br />Orange County, California. <br />STRATEGIC PLAN ALIGNMENT <br />Approval of this item allows the City to meet Goal #7 — Team Santa Ana, Objective #5 (Create a <br />culture of innovation and efficiency within the organization), Strategy A (Promote the use of new <br />technology to improve the delivery of services and information to staff and the community). <br />FISCAL IMPACT <br />The agreement is for three (3) years from September 1, 2018 to August 31, 2021 at a quoted <br />cost of $16,660 for fiscal year 2018-2019 and approximately $16,660 per subsequent fiscal <br />years. There are two (2) one year options for renewal. If all options are exercised, the <br />agreement would last five (5) years for a total agreement amount not to exceed $85,000. Funds <br />will be budgeted in the Human Resources Contractual Services Account (no. 08109053-62300) <br />in fiscal year 2018-2019, fiscal year 2019-2020 and fiscal year 2020-2021 with the following <br />distribution: <br />Fiscal Year/Account <br />Three Year Agreement <br />Human Resources <br />Contractual Services <br />08109053 62300 <br />Estimated Total Amount <br />FY 2018-2019 <br />$16,660 <br />$16,660 <br />FY 2019-2020 <br />$16,660 <br />$16,660 <br />FY 2020-2021 <br />$16,660 <br />$16,660 <br />Two Year Renewal Option <br />FY 2021-2022 <br />$17,500 <br />$17,500 <br />FY 2022-2023 <br />$17,500 <br />$17,500 <br />TOTAL Not to Exceed: <br />$85,000 <br />25A-2 <br />