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Home My WebLink About25D - AGMT - PAYROLL/HUMAN RESOURCESREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MARCH 15, 2016 TITLE: AMEND THE AGREEMENT WITH HIGHLINE CORPORATION FOR PAYROLL /HUMAN RESOURCE SYSTEM SOFTWARE AND SERVICES {STRATEGIC P A NO 7, 5A} CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: II As Recommended 1771 As Amended 0 Ordinance on 1®` Reading [] Ordinance on 2n° Reading ® Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute an amendment with High Line Corporation for an amount not to exceed $60,000 for Payroll and Human Resources software maintenance, and services for a period of one year from April 1, 2016 through March 31, 2017, subject to non - substantive changes approved by the City Manager and City Attorney. DISCUSSION In alignment with the City Strategic Plan, which promotes innovation and efficiency, staff recommends amending the High Line Program License and Service Agreement in order to implement a number of payroll and human resources (HR) system capabilities that will help automate business processes for greater efficiency and process improvement. The agreement amendment authorizes the purchase of software and services to allow employees to self - enroll in benefit plans as well as services to help automate employee performance appraisal management, allow employees and managers to update personnel information, process personnel actions, utilize workflows and approvals, and other consulting assistance. The City uses the High Line system to process payroll and manage personnel information. Key functions currently being used include payroll processing, time and attendance tracking, benefits administration, salary and positions management, training and development, and employee and manager self - service. The system's forecasting and costing function is currently in the process of being implemented. The system was updated in 2011 and again in 2015 to enhance functionality and employ modern, browser -based technology. The system is used by nearly all City employees (approximately 1,500 people) to access their pay stubs, benefits, leave accrual balances, salary information, training, and other employee data. 2513-1 Amend Agreement with High Line Corporation for Payroll /Human Resources System Software and Services March 15, 2016 Page 2 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). FISCAL IMPACT The term of the amendment, April 1, 2016, through March 31, 2017, spans two fiscal years. Funds are available in the Information Services Strategic Plan Payroll Systems Contractual Services account (no.10910142 62300), Personnel Services Training account (no. 08109053 62120), and Personnel Services Contractual Services account (no. 01109050 62300) in FY 2015 -2016 and will be budgeted in FY 2016 -2017 with the following approximate distribution. APPROVED AS TO FUNDS AND ACCOUNTS: a-�) dward Raya Francisco Gutierrez Executive Direct r Executive Director Personnel Services Department Finance and Management Services Agency e Ja Ciulla C I f Technology Innovations Officer In ormation Technology Department BF Exhibit: 1. Amendment to High Line Corporation Program License and Service Agreement 25D -2 Info. Srvcs Personnel Strategic Plan Personnel Services Payroll System Services Contractual Contractual Training Services Services 08109053 01109050 Total Fiscal Year / Account 10910142 62300 62120 62300 Amount FY2015 -2016 (April 1 - June 30, $25,772 $8,700 $3,500 $37,972 2016 FY2016 -2017 $17,228 $4,800 $22,028 Total $43,000 $13,500 $3,500 $60,000 APPROVED AS TO FUNDS AND ACCOUNTS: a-�) dward Raya Francisco Gutierrez Executive Direct r Executive Director Personnel Services Department Finance and Management Services Agency e Ja Ciulla C I f Technology Innovations Officer In ormation Technology Department BF Exhibit: 1. Amendment to High Line Corporation Program License and Service Agreement 25D -2 Dated this I90 Clay of April, 2016 SEVENTH AMENDMENT TO PROGRAM LICENSE AND SERVICE AGREEMENT #980603 between: HIGH LINE CORPORATION 145 Renfrew Drive, Suite 210 Markham, Ontario L3R 9R6 Canada (hereinafter referred to as HIGH LINE) and: CITY OF SANTA ANA 20 Civic Center Plaza Santa Ana, CA, 92702 USA (hereinafter referred to as CUSTOMER) (HIGH LINE and CUSTOMER collectively referred to as "Parties ") Parties entered into certain agreement entitled "Program License & Service Agreement #980603" dated June 22, 1998, hereinafter referred to as "Program License and Service Agreement ", for the provision of various computer software program licenses and services. The Parties subsequently executed amendments dated. April 3, 2000, May 3, 2001, January 19, 2006, January 12, 2009, May 17, 2010, and January 2, 2013, previously referred to as "Program License and Service Amendment #1, #2, #3, #4, #5, and #6" respectively. The parties now desire to again enter into an amendment, hereinafter referred to as the "Seventh Amendment ", in order to update the terms for purchasing additional software licenses and services. This Seventh Amendment when duly signed by both parties will constitute an amendment to the original agreement stated above. Except as modified by this Seventh Amendment, and all prior amendments, all terms and conditions of the Program License and Service Agreement shall remain unchanged and in effect. Part I — Compensation and Payment Terms This Seventh Amendment to the Program License and Service Agreement provides for CUSTOMER to be able to purchase software licenses, maintenance, acid services from HIGH LINE at the fees and rates specified herein. The total sum to be expended shall not exceed $60,000 during the term of this amendment. Payment terms are Net 30 days upon receipt of a valid invoice. Licenses fees will be billed upon the start of implementation for the software license purchased, Maintenance fees will be billed at the same time as License fees and will be pro -rated to coincide with the amoral support period term of April 1 — March 31 and be subject to the terms of the Annual Service Agreement. Professional Services fees will be billed after services are delivered. Exhibit t 25D -3 CUSTOMER may authorize purchase of licenses and services from HIGH LINE by way of approval of a services work order, quotation, or Billing Authorization pursuant to the terms of the Program License and Service Agreement. Part 11 - Term The term. of the provisions in this Seventh Amendment shall commence upon the date first written above and be in effect for twelve (12) months. The term of other aspects of Program License and Service Agreement that are in effect shall remain unchanged. Part III — Application Software Modules CUSTOMER shall have the option to purchase a license for the following application software module from HIGH LINE at the fee specified below based on the date of purchase. Upon license, module becomes subj ect to the terms of the Program License and Service Agreement and Annual Service Agreement. Part IV — Professional Services CUSTOMER may engage HIGII LINE professional services on a time and materials (T &M) basis for planning, installation, configuration, training, consulting, customization, and other services for projects such as, but not limited. to, the following: a. Employee Manager Self Service Access from the Internet (public- facing) b. Performance Management (automated performance appraisals) c, Employee Manager Self Service Updates, Workflow,_and Personnel Actions d. Benefits Self Service e. Payroll, HR, and Other Functional Configuration f. Technical System Configuration Professional services will be billed at the following hourly rates based on the resource provided. Resource Remote onsite Vice President / Director / Manager Annual $225.00 License Fee if License Fee if Annual Maintenance Fee $150.00 $187.50 purchased after Maintenance Fee if purchased after Software Module purchased by Dec. Dec. 31, 2016 and if purchased by Dec. 31, 2016 and $100.00 31, 2016 before Dec. 31, 2017 Dec. 31, 2016 before Dec, 31, 2017 Baneflts Self Service $11,000 $13 200 $2,772 $2,911 Part IV — Professional Services CUSTOMER may engage HIGII LINE professional services on a time and materials (T &M) basis for planning, installation, configuration, training, consulting, customization, and other services for projects such as, but not limited. to, the following: a. Employee Manager Self Service Access from the Internet (public- facing) b. Performance Management (automated performance appraisals) c, Employee Manager Self Service Updates, Workflow,_and Personnel Actions d. Benefits Self Service e. Payroll, HR, and Other Functional Configuration f. Technical System Configuration Professional services will be billed at the following hourly rates based on the resource provided. Resource Remote onsite Vice President / Director / Manager $187.50 $225.00 Sr. Application Consultant $150.00 $187.50 Sr. Technical Consultant $150.00 $187.50 Consultant $125.00 $150.00 Analyst $125.00 $150,00 -Programmer -Implementation Specialist $87.50 $100.00 CUSTOMER is responsible to reimburse HIGH LINE for reasonable travel expenses for any on -site professional services provided, 25D -4 In Witness whereof the parties have executed this Agreement as of the effective date stated herein. HIGH LINE CORPORATION PER: NAME: Megan Rogister TITLE: President & Chief Executive Officer DATE: CITY OF SANTA ANA PER: NAME: David Cavazos TITLE: City Manager DATE: ATTEST: Maria D. Huizar, Cleric of the Council APPROVED AS TO FORM: Sonia R. Carvalho, City Attorney �rZ, %, , W. John M. Funk, Assistant City Attorney 25D -5 25D -6