HomeMy WebLinkAboutM-25-400 - FY-26 DSS INTERDEPARTMENTAL AGREEMENT - Signed.pdf M-25-400
Inter-Departmental Agreement
This Inter-Departmental Agreement (Agreement) is entered into between the Fresno County
Department of Social Services (DSS) and the Department of Human Resources (HR) for
centralized countywide human resources management, oversight, and other related services.
Scope of Services and Responsibilities
The parties mutually agree to provide the services and fulfill the responsibilities identified in Exhibit
A, Scope of Services and Responsibilities,attached hereto, and incorporated herein by reference.
Term
The term of this Agreement shall be for the period of July 1, 2025, through June 30, 2026.
Compensation
In consideration of the services provided pursuant to this Agreement, DSS shall compensate
HR based on actual staff time incurred, at the applicable Master Schedule of Fees (MSF) rates
for the HR positions/classifications providing services. Invoicing and payment for services
provided shall be processed in accordance with the terms identified in Exhibit 8, Invoices and
Payment Terms, attached hereto, and incorporated herein by reference.
Amendment
This Agreement may only be amended in writing, by mutual agreement of the parties.
This Agreement shall become effective on July 1. 2025.
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Sanja ug Director Date
Depa t of Social rvices _
Hohis Magiif, Director Date
Department of Human Resources
ACCOUNTING INFORMATION:
DSS: HR:
Org:56107001,5611 Org: 1010
Account:7295 Account:5990
Exhibit A
Scope of Services and Responsibilities
HR AGREES TO:
1. Maintain the County Classification Plan and conduct compensation planning and job
classification studies;
2. Maintain employment records in the County's Human Resources Information System
based on received job transactions.
3. Maintain the County's Salary Resolution and Personnel Rules.
4. Develop and disseminate recruitment publicity;
5. Process all employment and promotional applications, including verifying candidate
qualifications;
6. Develop, schedule, administer, and score all examinations which measure candidates'
relative abilities to perform the Essential Functions of the vacant position, and develop an
annual plan for recruitment and testing;
7. Refer names and addresses of eligible applicants for employment consideration;
8. Communicate with management, labor representatives, and County employees to obtain
and provide information regarding labor relations issues;
9. Advise management regarding programs, policies, and procedures;
10. Serve as management representative in meet and confer sessions with labor
representatives;
11. Advise management regarding the interpretation and application of the terms and
conditions of memoranda of understanding and other agreements, including related
addenda and side letter agreements;
12. Advise management in responding to Unfair Labor Practice Charges;
13. Facilitate investigations related to complaints of potential discrimination, harassment,
and/or retaliation and administer the County's discrimination complaint process and the
employee grievance and dispute resolution process;
14. Provide an annual cost estimate for services performed timely to DSS based on all known
factors including previous year historical charges and service levels.
15. Bill pass-through expenses and direct labor per Exhibit B; and
16. Other human resources services as necessary.
DSS AGREES TO:
1. Adhere to the County Personnel Rules, Salary Resolution, bargaining unit Memoranda of
Understanding, and HR processes and promptly addressing any concerns raised by HR;
2. Confer with HR regarding changes in terms and conditions of employment of DSS
employees;
3. Timely compensate HR for services billed in accordance with the Master Schedule of Fees
based on actual work performed (hours worked) by HR staff; and
4. Maintain fiscal and contractual responsibility for the full amount and term of this Agreement
regardless of changes in DSS direction or foreseen or unforeseen fiscal impacts.
Exhibit B
Invoices and Payment Terms
In consideration of the services provided pursuant to this Agreement, DSS shall compensate
HR based on actual staff time incurred (hours worked), at the applicable Master Schedule of
Fees (MSF) rates for the HR positions/classifications providing services. Invoicing and payment
for services provided shall be processed as follows:
I. Pass-through Expenses
HR will invoice and charge DSS for pass-through expenses monthly. Pass-through
expenses may include, but are not limited to recruitment advertising, investigator and
attorney fees, Civil Service Commission charges, and other professional services for
which HR has paid in advance, on behalf DSS. HR shall provide DSS with copies of the
journal vouchers and the vendor invoices for the pass-through expense items at the time
the journal voucher is processed by the HR Business Office.
II. Labor Charges
HR will invoice and charge DSS for work performed by HR staff as identified Exhibit A of
this Agreement, and for any other services performed on behalf of, or for the benefit of
DSS and its employees. Labor charges will be based on actual hours worked at the
Master Schedule of Fees rates for the HR positions/classifications providing said
services. Labor charges will be processed no less than monthly, and no later than
quarterly. Invoices will include detailed information including HR
positions/classifications, pay period date ranges for services provided, applicable MSF
rates, and a summarized description of the work performed. A report of activity and
work performed for the billing period will also be provided to DSS in Excel format for
ease of sorting, review, and analysis by DSS management.
Invoices for labor charges shall include a PeopleSoft journal voucher (JV) for review and
approval by DSS. Once an invoice and JV is received, DSS shall respond to the HR Business
Office with an approval or denial of the charges within four (4) business days. If no response is
received from DSS within four (4) business days, the HR Business Office shall proceed to post
the JV for the charges. However, DSS will have an additional, three (3) business days to
finalize its review of the charges (for a total of seven (7) business days and notify HR of any
billing disagreements and/or errors. HR strives to ensure that all charges to County
Departments, including those billed to DSS, are complete and accurate, but agrees to reverse
charges erroneously billed to DSS no later than the end of the invoice date fiscal quarter.
FY-25 ACTUAL CHARGES AND FY-26 ESTIMATES
The table below contains an estimated summary of charges paid by DSS in FY-25 for services
provided by HR totaling $508,986. Estimates for FY-26 totaling $610,784 are also provided.
The FY-26 estimates for HR labor and pass-through expenses are based on FY-25 service
levels with the application of the projected increase to average Master Schedule of Fee (MSF)
hourly rates. Pass-through estimates are also based on FY-25 service levels but include a
projected increase to contracted service with outside vendors and/or service providers. As with
past practice, this is an estimate that should be reviewed and adjusted as needed by DSS
management based on anticipated HR service levels for FY-26. DSS management
acknowledges and understands that HR labor charges will be based on actual hours worked at
applicable MSF rates, and pass-through expenses will be recovered by HR at cost.
Department of Human Resources
Summary of Labor and Pass-Through Charges to Department of Social Services
FY-25 Actuals by Function and FY-26 Estimates*
FY-25 Actual:and Estimate: FY-26 Estimated
HR Charge: by Function HR Charge: by Function
Function Org. 5610 Ore. 5611 Total Org. 5610 Org. 5611 Total
Classification/Job Analysis $ 4,069 4,069 $ 4,993 $ - - 4,883
Discrimination Complaints 289 289 347 347
Employee Records Maintenance 2,069 2,069 2,481 - 2,481
Employee/Labor Relations 231,207 719 231,924 277,448 961 279,309
Exam/Recruitment 167,500 167,500 201,000 - 201,000
General HR Support 1,427 1,427 1,712 - 1,712
Estimated Remaining PPE 4/27-6/22/25 91,810 171 91,981 110,172 205 110,377
Total Labor Billing $ 499,369 $ 719 $ 499,257 $ 599,043 $ 1,066 $ 599,109
Pass-Through Expenses 9,729 - 9,729 11,675 - 11,675
TOTAL HR CHARGES $ 509,099 $ 718 $ 509,996 $ 609,717 $ 1,066 $ 610,794