HomeMy WebLinkAbout7/7/2010 - STAFF REPORTS - 2.H. L M sA4
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oq<iFOIL CITY COUNCIL STAFF REPORT
DATE: JULY 7, 2010 CONSENT CALENDAR
SUBJECT: CONTRACT WITH HIGH LINE CORPORTATION FOR THE UPGRADE
OF THE EXISTING HUMAN RESOURCES, PAYROLL, AND TIME AND
ATTENDANCE SOFTWARE SYSTEM
FROM: David H. Ready, City Manager
BY: Finance Department
SUMMARY
The existing Human Resources, Payroll, and Time and Attendance software system has
been in place since it was originally installed in 2000. The software is now in need of an
upgrade in order to maintain vital payroll functions and maintain compatibility with the
current versions of the software.
RECOMMENDATION:
1. Approve the ePersonality Upgrade Proposal from High Line Corporation for the
upgrade and implementation fees of $48,445 and authorize the City Manager to
execute all of the pertinent contract documents.
STAFF ANALYSIS:
The City has successfully been utilizing High Line's Personality software system for
payroll functions since it was installed in April of 2000. Since then, only minor patches
have been applied. No major upgrade to the system has ever been implemented or
required. The software is now in need of an upgrade in order to maintain payroll
functions such as salary administration, employee benefits elections and contributions,
attendance and leave accounting, internal and external reports including PERS
reporting, federal and State income tax reporting, Medicare reporting, General Ledger
reporting, printing and filing of electronic W-2's, court mandated garnishments, and work
schedule calendars.
Once a contract amendment with High Line Corporation has been executed, staff will
work with High Line to carry out a comprehensive installation, implementation, and
testing plan. The current licensing agreement expires on July 31, 2010. Though the
upgrade is expected to take several months to complete, no lapse in functionality,
service, or support is anticipated.
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City Council Staff Report
July 7, 2010 -- Page 2
Human Resources and Payroll Software System Upgrade
As the ePersonality Upgrade is part of a proprietary software package offered by our
current provider, High Line, for our system that is currently installed and operating, there
is no competitive process to be conducted and therefore pursuant to Section 7.04.020
of the Municipal Code, a sole source procurement may be authorized by the City
Council.
FISCAL IMPACT:
In addition to the $41,788 cost of the upgrade identified in the proposal, sales tax at
8.75% is estimated to be $3,657 and there may be some minor travel expenses not to
exceed $3,000. This brings the total cost of the upgrade to $48,445. Funds for the
software upgrade are available in 261-1395-54046 in the 2009-2010 fiscal year that will
be continued into the 2010-2011 fiscal year. About $4,900 is also required for a new
server, and the funds are available in the same account shown above for that separate
purchase.
Geoffrey Kiehl, Finance Director Sue Mill um sourc Director
David H. Ready, C ger
Attachment:
High Line Corporation ePersonality Upgrade Proposal
Human Resources, Payroll and Time & Attendance Software
ePersonality Upgrade Proposal -
Revision #3
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Submitted: June 11, 2010
High Line Contact:
Shannon Miller
(510) 649-1947
smiller hi hlinecor .com
HIGH LINE CORPORATION
823 Alvarado Road
Berkeley, CA 94705
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ePersonality Upgrade Proposal - Revision #3
June 10, 2010
TABLE OF CONTENTS
1. COST SUMMARY..............................................................................................2
2. COST DETAILS .................................................................................................3
2.1 EPERSONALITY UPGRADE FEE....................................... .......................................3
2.2 EP IMPLEMENTATION SERVICES COSTS...........................................................................3
2.3 ORACLE LICENSES....................................................................................................3
2.4 WINDWARD LICENSES................................................................................................3
2.5 ADDITIONAL COST CONSIDERATIONS..............................................................................4
2.6 ADDITIONAL SERVICES...............................................................................................4
ePersonality Upgrade Proposal - Revision #3
June 10, 2010
1. Cost Summary
We are pleased to provide the City of Palm Springs (CPS) with a proposal for the estimated cost to upgrade to
ePersonality(eP).
The following is a summary of the costs involved for the services to install eP and review the new features
included. Once CPS has implemented eP, we will work with you to determine if you wish to implement the
new features provided with this version.
Item Cost
eP Upgrade Fee (see Section 2.1) $20,000
eP Upgrade Required Implementation Services (see Section 2.2) $14,000
Windward License and Maintenance (see Section 2.4) $7,788
Total $41,788
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ePersonality Upgrade Proposal - Revision #3
June 10, 2010
2. Cost Details
2.1 ePersonality Upgrade Fee
There is a one-time upgrade fee to allow clients to move from our Personality2000 (P2K) product to eP, as
follows:
Item Fee
eP Upgrade for all Licensed Modules $20,000
2.2 eP Implementation Services Costs
The following are the services recommended to ensure that the eP software is installed and configured
effectively.
Tasks Days/Course Cost
Project Kick Off Session No Charge
Software Installation and Technical 3 Days $3,000
Assistance (Remote)
Review of P2K versus eP Processes
determining any Gaps, and basic Navigation 5 Days $6,000
Training (On-site)
Troubleshooting (Remote) 5 Days $5,000
Total $14,000
All reasonable travel and out of pocket expenses incurred for training will be passed through as incurred.
2.3 Oracle Licenses
High Line can provide all of the Oracle software needed for your installation and for the ongoing use of
Personality through Oracle Application Specific Licenses. Application Specific Licenses give you the right
to use the Oracle software with the P2K/eP application specifically and add to the application as
necessary to suite your needs.
eP is a fully web-based solution, requiring the Oracle Application Server software as well as the Oracle
database software.
We will work with you to confirm if you require additional Oracle licensing. We have not included the cost
of any additional Oracle licensing in the cost summary.
2.4 Windward Licenses
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ePersonality Upgrade Proposal - Revision #3
June 10, 2010
Windward software is utilized by High Line for generation of the standard reports provided with the
system with all future releases. The cost of this software is$6,490 for a limited server license including up
to 250 reports/day, and the High Line integration. Maintenance is$1,298 annually.
2.5 Additional Cost Considerations
If additional requirements arise that are not handled by the system, and you wish to have High Line
develop custom code for these, we will provide you with a cost quotation for the work, upon receipt and
review of your specifications.
2.6 Additional Services
The standard rates for additional services are:
Resource Daily Rate— Remote Daily Rate—On-site
Services Services
Sales Account Manager $1,500 i $1,800
Project Design Manager E $1,500 $1,800
Project Account Manager $1,500 $1,800
Senior Application Consultant $1,200 $1,500
Implementation Specialist $700 $800
Senior Technical Consultant $1,000 $1,200
Programmer Analyst $1,000 $1,200
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