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Home My WebLink AboutItem 15 - Amendment to Agreement for Software Maintance and Support for Human Resourcces and Payroll SystemInformation Technology www.santa-ana.org/IT Item # 15 o`7, City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 3, 2026 TOPIC: Software Maintenance and Support for Human Resource and Payroll System AGENDA TITLE Amendment to Agreement with Govern mentjobs.com Inc. dba NEOGOV for Software Maintenance and Support (Non -General Fund) RECOMMENDED ACTION Authorize the City Manager to execute Amendment No. 11 to Contract No. 980603 to increase the total not to exceed of the agreement with Govern mentjobs.com Inc. dba NEOGOV for software maintenance and support services by $101,329 and extend the term for a one-year period beginning April 1, 2026 through March 31, 2027 (Agreement No. A-2026-XXX). GOVERNMENT CODE §84308 APPLIES: Yes DISCUSSION The City currently processes payroll and performs Human Resources management functions using the Personality Payroll and Human Resources software system which was originally purchased from High Line Corporation in 1998 (Agreement No 980603). High Line Corporation was recently acquired by Govern mentjobs.com Inc. dba NEOGOV. The system is used to maintain personnel information, record time and attendance, process payroll, 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 agreement provides for software maintenance and support, including mandatory payroll tax table and form updates. 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. Maintaining legal requirements for payroll processing is extremely critical for continued operations. This amendment benefits the City by maintaining the ownership of the perpetual licenses Software Maintenance and Support for Human Resource and Payroll System March 3, 2026 Page 2 purchased through the original agreement and obtaining product support without having to transition to a subscription model. The amount of the maintenance and support renewal is $81,329, which represents a 0.82% increase from last year. The agreement also includes an optional not -to -exceed amount of $20,000 to engage with NEOGOV for emergency professional services, if needed. Professional services are sometimes required for advanced troubleshooting or with assistance in complicated configuration changes required for payroll changes to ensure that employee payroll is calculated accurately and on time. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funding is available in the current FY 2025-26 budget. Future fiscal year funding will be included in the proposed budgets for City Council consideration. Estimated amounts expended per fiscal year are shown in the table below. Fiscal Accounting Unit Fund Accounting Unit — Amount Year - Account No. Description Account No. Description 2025-26 10920141-62306 Information Enterprise Systems— $81,329 Technology Software Maintenance & Support 2025-26 10920141-62300 Information Enterprise Systems— $2,000 Technology Contract Services 2026-27 10920141-62300 Information Enterprise Systems— $18,000 Technology Contract Services Total $101,329 EXHIBIT(S) 1. NEOGOV Amendment Submitted By: Jack Ciulla, Chief Technology Innovations Officer Approved By: Alvaro Nunez, City Manager Docusign Envelope ID: E66C922C-7F30-4FCD-AB62-6CAFOOE475A9 AMENDMENT NO. 11 FOR CONTRACT NO.980603 NEOGOV This Amendment No. 11 is entered into by and between the City of Santa Ana (the "Customer") and Governmentjobs.com, Inc. d/b/a NEOGOV, 2120 Park Place, Suite 100, El Segundo, CA 90245 ("NEOGOV") in order to amend Contract No. 980603 including Amendments 1 through 10: In consideration of the foregoing and the mutual promises contained herein and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties hereto agree as follows: 1. Contract Term: Pursuant to Section 1 of the above -referenced Agreement, entered into by High Line Software Corporation, and the City of Santa Ana, dated June 22, 1998 (the "Original Contract"), the time period of the Original Contract is hereby extended for an additional one-year period, from April 1, 2026, through March 31, 2027. Maintenance Fees, as detailed below, shall not exceed $81,329.00 during the term of Amendment 11. 4/1/2026 — 3/31/2027: HIGHLINE MAINTENANCE Item Start Date End Date Total (USD) Foundation Maintenance /l/2026 3/31/2027 $8,411.00 Payroll Maintenance /l/2026 3/31/2027 $11,864.00 Benefit Administration Maintenance /1/2026 3/31/2027 $3,950.00 Salary Administration Maintenance /1/2026 3/31/2027 $3,359.00 Attendance Maintenance /l/2026 3/31/2027 $3,950.00 Workflow Maintenance 4/1/2026 3/31/2027 $3,688.00 EE/MGR Self -Service Maintenance /l/2026 3/31/2027 $3,093.00 Performance & Talent Management Maintenance /l/2026 3/31/2027 $1,551.00 Standard Volume Server Engine Up to 4 Cores Maintenance /l/2026 3/31/2027 $2,933.00 Limited Volume Server Engine Maintenance /l/2026 3/31/2027 $1,905.00 Tax Tables (US) (Symmetry) Maintenance /l/2026 3/31/2027 $10,115.00 Logi Embedded Business Intelligence Maintenance /1/2026 3/31/2027 $3,688.00 Oracle Server Database Standard Edition Two - User Maintenance /1/2026 3/31/2027 $2,060.00 Oracle Server Database Standard Edition Two - Processor Maintenance /l/2026 3/31/2027 $10,042.00 ebLogic Application Server Standard Edition User Maintenance /l/2026 3/31/2027 $1,195.00 Docusign Envelope ID: E66C922C-7F30-4FCD-AB62-6CAFOOE475A9 WebLogic Application Server Standard /l/2026 3/31/2027 $6,702.00 Edition Processor Maintenance Business Intelligence Publisher Edition /1/2026 3/31/2027 $1,450.00 User Maintenance Custom Program Maintenance /1/2026 3/31/2027 $1,373.00 HIGHLINE TOTAL: $81,329.00 3. Professional Services Fees: Customer may engage Neogov professional services on a time and materials (T&M) basis for technical assistance at the Neogov current published rate schedule at the time the service is requested. Professional Services fees, during the term of Amendment 11, shall not exceed $20,000.00. 4. Total costs for maintenance and fees during the term of this Amendment shall not exceed $101,329.00. 5. The parties agree to add the following new section to the Agreement: Limitations of Liability. a) EXCLUSION OF DAMAGES. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT WILL EITHER PARTY BE LIABLE UNDER OR IN CONNECTION WITH THIS AGREEMENT OR ITS SUBJECT MATTER UNDER ANY LEGAL OR EQUITABLE THEORY, INCLUDING BREACH OF CONTRACT, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY, AND OTHERWISE, INCLUDING FOR ANY: (a) LOSS OF PRODUCTION, USE, BUSINESS, REVENUE, OR PROFIT OR DIMINUTION IN VALUE; (b) IMPAIRMENT, INABILITY TO USE OR LOSS, INTERRUPTION OR DELAY OF THE SERVICES; (c) LOSS, DAMAGE, CORRUPTION OR RECOVERY OF DATA, OR BREACH OF DATA OR SYSTEM SECURITY; (d) COST OF REPLACEMENT GOODS OR SERVICES; (e) LOSS OF GOODWILL, LOSS OF BUSINESS OPPORTUNITY OR PROFIT, OR LOSS OF REPUTATION; OR (f) CONSEQUENTIAL, INCIDENTAL, INDIRECT, EXEMPLARY, SPECIAL, ENHANCED, OR PUNITIVE DAMAGES, REGARDLESS OF WHETHER SUCH PERSONS WERE ADVISED OF THE POSSIBILITY OF SUCH LOSSES OR DAMAGES OR SUCH LOSSES OR DAMAGES WERE OTHERWISE FORESEEABLE, AND NOTWITHSTANDING THE FAILURE OF ANY AGREED OR OTHER REMEDY OF ITS ESSENTIAL PURPOSE. b) CAP ON MONETARY LIABILITY. EXCEPT FOR DAMAGES ARISING OUT OF LIABILITY WHICH CANNOT BE LAWFULLY EXCLUDED OR LIMITED, OR CUSTOMER'S OBLIGATIONS TO MAKE PAYMENT UNDER THIS AGREEMENT, THE TOTAL AGGREGATE LIABILITY OF EITHER PARTY FOR ANY AND ALL CLAIMS AGAINST THE OTHER PARTY UNDER THIS AGREEMENT, WHETHER ARISING UNDER OR RELATED TO BREACH OF CONTRACT, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY, OR ANY OTHER LEGAL OR EQUITABLE THEORY, SHALL NOT EXCEED THE AMOUNT OF ALL PAYMENTS ACTUALLY RECEIVED BY NEOGOV FROM CUSTOMER IN CONNECTION WITH THIS AGREEMENT IN THE 12 MONTH PERIOD PRECEDING THE DATE OF THE FIRST EVENT INITIALLY GIVING RISE TO SUCH LIABILITY. THE EXISTENCE OF ONE OR MORE CLAIMS WILL NOT ENLARGE THE LIMIT. 6. Except as modified by this Amendment 11, all other terms and conditions of the Original Contract, as amended, remain unchanged and in full force and effect. [signature page follows] Docusign Envelope ID: E66C922C-7F30-4FCD-AB62-6CAFOOE475A9 SIGNATURE PAGE TO AMENDMENT NO. 11 FOR CONTRACT NO.980603 NEOGOV IN WITNESS WHEREOF, the parties have caused this Amendment to be executed by their respective duty authorized officers as of the date set forth below, and consent to the Agreement, CITY OF SANTA ANA ALVARO NUNEZ City Manager APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: JONATHAN T. M RTINEZ Assistant City Attorney RECOMMENDED FOR APPROVAL: JACI trULLA Chie echnology Innovations Information Technologies Department ATTEST: JENNIFER L. HALL City Clerk GOVERNMENTJOBS.COM, INC. (DBIA/ NEOGOV) F D—Signed 6y: t, j�jttiVln,S By; inll<e Burns Title: Corporate Controller