2015/04/29 Council Agenda Packet

14 EXHIBIT A SCOPE OF WORK Vendor Duties The Service Provider will perform tasks outlined below in order to process payroll and one time donations from City employees for charitable donations made through the City of Everett Employees Charitable Giving Campaign,as per Ordinance No.2756-04,as amended. Processing One Time Donations All one time donations by check,cash,or credit card will be given directly to the Service Provider along with the pledge forms.The Service Provider will distribute these funds as per employee's direction directly to the indicated recipient without any compensation. Processing Payroll Deduction Donations The City will remove payroll deductions from employee's checks as directed per the employee's pledge form and the City will send one check quarterly to the Service Provider for the total of all payroll deductions in that quarter.The Service Provider will process the payment and send out quarterly checks to the various agencies as directed by each employee's pledge form. Fees for Payroll Deduction Donations All member organizations of the Service Provider(11 federations and 400 agencies)will receive 100%of payroll deduction donations from City employees.No processing fee will be deducted from donations to the Service Provider's member organizations. For donations to all non-member,legal,nonprofit agencies in the United States,the Service Provider will deduct a processing fee of 8%of the donation.A total of 92%of the donation will be distributed to non-member organizations. Reporting: The Service Provider will provide the City Human Resources Department with a quarterly and an annual spreadsheet report of all donations processed and a summary of relevant fees charged for processing,using standard accounting practices. The Service Provider will also provide an annual IRS 990 report to the City. 133