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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: APRIL 5, 2010 TITLE: CONTRACT AWARD FOR PAYROLL SERVERS (SPEC. NO. 10 -009) a CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1St Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Award a contract to GovConnection for the purchase of Payroll servers in an amount not to exceed $37,500. DISCUSSION The City implemented a payroll system from High Line Corporation in January 2000. The system is used to record employee time and attendance, process payroll, produce pay checks, manage personnel records, administer employee benefits, report service credit earned to CalPERS, deliver employer federal and state tax files, and provide accurate payroll and personnel information in support of management budgeting decisions. The system runs on an Oracle database using Client / Server technology that is several years old. High Line has revamped the software using modern Oracle web technology. The existing software version has reached its end -of -life, and High Line will no longer support it after 2010. Fortunately, the migration to the new version is relatively easy as the back -end database structure is the same. The new version requires additional server horsepower as well as compatible hardware. The existing payroll server hardware, which is also several years old, does not meet the requirements of the new software version. The new, more powerful virtualization servers consume less energy and the portability of virtualization allows for a smoother, more efficient recovery after a disaster. Staff seeks authorization to replace the server hardware with new hardware in order to run the web -based payroll software version. 22H -1