25E - AMEND AND RENEW AGMT FOR PAYROLL SYSTEM

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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: FEBRUARY 18, 2020 TITLE AMEND AND RENEW AGREEMENTS WITH HIGH LINE CORPORATION FOR PAYROLL/HUMAN RESOURCE SYSTEM MAINTENANCE, SERVICES, AND LICENSES ($503,144) /s/Kristine Ridge CITY MANAGER CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1" Reading ❑ Ordinance on 2" d Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER RECOMMENDED ACTION Authorize the City Manager to amend and renew the agreements with High Line Software Corporation (High Line) for Payroll and Human Resources system maintenance, services, and software licenses in an amount not to exceed $503,144 over a two -year period, from April 1, 2020 to March 31, 2022, with three -one-year renewals, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION The City processes payroll and performs Human Resources management functions using the High Line Payroll and Human Resources software system. The system is used to maintain personnel information, record time and attendance, administer benefits, administer training and development, control positions and forecast personnel costs. The system's employee and manager self-service portal is used by approximately 1,500 City employees to access their pay stubs, benefits, leave accrual balances, salary information, training, and other employee information. The Annual Service Agreement (Exhibit 3) provides for software maintenance and support, including mandatory payroll tax table and form updates. The agreement renews automatically each year, unless terminated by either party. Increases to the annual maintenance and service may not exceed the United States Consumer Price Index (CPI) rate. An agreement renewal is required in order to receive regular software updates that allow the City to continue to process payroll that complies with Federal and State tax and labor laws. Additionally, staff recommends amending the existing Program License and Service Agreement (Exhibit 2) to engage professional services as needed for system consulting and software upgrade licenses. There are several payroll projects planned, which include system upgrade and enhancements, that will require engaging High Line Professional Services. The cost estimates associated with these projects are included in Exhibit 1. STRATEGIC PLAN ALIGNMENT Approval of this item allows the City to meet Goal # 7- Team Santa Ana, Objective # 5 (create a culture of innovation and efficiency within the organization), Strategy A (promote the use of new technology to improve the delivery of services and information to staff and the community). 25E-1