HomeMy WebLinkAboutC31700 - CA1 - ONESolution Sftware Ste CITY OF PALM DESERT
HUMAN RESOURCES DEPARTMENT �
STAFF REPORT
REQUEST: Approve amendment No. 1 to contract No. 31700 with
SUNGard for the purchase and installation to add the Personnel
Action Forms and Applicant Online modules to the ONESolution
software suite plus additional online and onsite training in support
of the ONESolution software conversion in the amount of $56,700.
SUBMITTED BY: Lori Carney, Human Resources Manager
Clay von Helf, Information Systems Manager
DATE: April 25, 2013
CONTENTS: Sungard Public Sector add-on quote No. Q-00003134
Recommendation:
By Minute Motion: Approve amendment No. 1 to contract No. 31700 with
SUNGard for the purchase and installation to add the Personnel Action Forms
and Applicant Online modules to the ONESolution software suite plus additional
online and onsite training in support of the ONESofution software conversion in
the amount of$56,700.
Appropriate from the unobligated Equipment Replacement Reserves
Account No. 530-4190-415-4040 for this project.
Executive Summary:
In March 2012 the City Council approved the purchase and installation of
the new OneSolution software suite for all City departments. During the
implementation of this project staff became aware of components which
were not included in the original contract but which would greatly improve
the efficiency of operations. In addition staff has identified the need for
additional training hours in support of the effective implementation of the
software system.
Contract No. C31700
Staff Report
OneSolution —Add Personnel Action Forms and Applicant Online
April 25, 2013
Page 2 of 3
This project represents a timely and necessary investment in the
technological infrastructure essential to efficient operation of City Human
Resources functions. The two modules being requested are for Personnel
Action Forms and Online Applications.
The Personnel Action Forms module will allow for the quick and accurate
input of information into the human resources and payroll modules. This
will allow staff to enter all actions from a few simple screens and
automatically forward them to the payroll system for acceptance, thereby
eliminating duplicate data entry and minimizing mistakes.
The Applicant Online module is a necessary step to bring the City's
recruitment practices into the modern age. Currently the City's application
form must be printed, completed manually and mailed or dropped off at
City Hall. Because the form is not "fillable" online most applicants are
forced to handwrite it, making it difficult to read and inconsistent. As the
City receives upwards of 200 to 300 applications for each open position an
online system will allow us to sort and filter applications more effectively
and efficiently. Searchable fields and consistent reporting will allow staff
to quickly identify unqualified applicants and highlight the most desirable
qualifications. The current paper based system creates a level of
frustration experienced by applicants that leads to a negative impression
of the City. This can deter highly qualified applicants and is not in keeping
with the City's goal of being a desirable employer.
Finally, the OneSolution software conversion is a major project for all City
departments. It involves integrating formerly disparate processes and data
into a new comprehensive system. Staff have been working diligently
toward this goal and envision a final product that will greatly increase
internal efficiency and external service. Because of the large number of
processes and huge amounts of data involved iYs necessary and prudent
to develop several in-house staff"experts" who will then act as reference
points and guides to other staff. In order to do this successfully staff
anticipates the need for additional on-site and on-line training from
SunGard prior to implementation. This additional training is included in
the proposal along with the training ordinarily needed for the two
requested modules.
Contract No. C31700
Staff Report
OneSolution —Add Personnel Action Forms and Applicant Online
April 25, 2013
Page 3 of 3
Fiscal Analvsis:
Appropriate from the unobligated Equipment Replacement Reserves Account
No. 530-4190-415-4040 for this project.
Submitted by:
Lori Carne , C von ,
Human Resources Manager Information Systems Manager
CITY COUNCIL A ON
APPROVED _.�........_.DENTEd
RECEIVED OTHER
G�'� EET G DA -
ul S. Gibson, Director of Finance AYES:
NOES:
ABSENI:
ABSTAIN: -
Approval: V�RIFIED BY:
Original on File with City 's Office
;
��
n M. Wohlmuth, City Manager
P�S��R°�T�� Add-On Quote
:�..:.;. � �.� �,,.. �:. �■� �■■rn
Quote Prepared By:
Brian Baker
1000 Business Center Drive, Lake Mary, FL 32746
Phone: (800) 727-8088 Fax: (407) 304-1274
Email: brian.baker@sungardps.com
Quote# Presented Date Valid Until
Q-00003134 3/8/2013 ` 12/31/2013
Quote Prepared for:
Account: Palm Desert, CA PLMD
Contact: Clayton von Helf
Address: 73510 Fred Waring Drive
Palm Desert, CA 92260-2524
Phone: (760) 346-0611
License Fees
Qty Product Code Product Name Extended Price Net Price Maintenance
1 OS-FIN-AO ONESolution Applicant Online 9,300.00 9,300.00 1,490
1 OS-FIN-PAF ONESolution Personnel Action 9,600.00 9,600.00 1,540
Forms
Total:
18,900.00 3,030
Professional Services
Product Code Product Name Service Type Extended Price Net Price
OS-FIN-AO ONESolution Applicant Online Auditing 1,040.00 1,040.00
OS-FIN-AO ONESolution Applicant Online Custom Development 18,400.00 18,400.00
PS-IN Prof Svc-Installation Fee Installation 1,400.00 1,400.00
OS-FIN-AO ONESolution Applicant Online Training 1,280.00 1,280.00
OS-FIN-PAF ONESolution Personnel Action Training 1,280.00 1,280.00
Forms
PS-TR Prof Svc-Training Fee Training 12,800.00 12,800.00
OS-FIN-PAF ONESolution Personnel Action Workflow Development 1,600.00 1,600.00
Forms
. Total: 37,800.00 37,800.00
Product Notes
OS-FIN-PAF: The Personnel Actions application utilizes the Quick Pay Assignment screen
HRPYQP for all a licable u dates to osition information.
License Fees
18,900.00
SUNGAR�?� PUBL.I� �ECfi�R v�� � �:�: �°. ��� ,
Confidential Page 1
su���R°�T�� Add-On Quote
N � �E���� �r E ...,.���
Professional Services
37,800.00
Annual Maintenance Startin Year Two
3,030
Total License Fees and Professional
Services Excludes Maintenance
56,700.00
Total Amount
56,700.00
Payment Terms:
License, Project Planning, Project Management,Conversion,Third Party Product Software and Hardware Fees are due upon execution
of this Quote.Training, Consulting, Custom Development, and Travel&Living expenses are due as incurred monthly. Installation is due
upon completion. �mplementation and Third Party Product Services fees are due 50%on execution of this Quote and 50%due upon
invoice, upon completion. Unless otherwise provided, other Professional Services are due monthly, as such services are delivered.
Additional services, if requested,will be invoiced at then-current rates.Any shipping charges shown are estimated only and actual
shipping charges will be due upon invoice, upon delivery.
Annual Subscription Fee(s): Initial annual subscription fees are due 100°/a on the Execution Date.The initial annual subscription term
for any subscription product(s)listed above shall commence on the Execution Date of this Agreement and extend for a period of one(1)
year.Thereafter,the subscription terms shall automatically renew for successive one(1)year terms, unless either party gives the other
party written notice of non-renewal at least sixty(60)days prior to expiration of the then-current term.The then-current fee will be
specified by SunGard Public Sector in an annual invoice to Customer thirty(30)days prior to the expiration of then-current annual
period.
SunGard Public Sector Application Annual Support: Customer is committed to the initial term of Maintenance and Support Services for
which the support fee is included in the License fee(s)and begins upon execution of this Quote and extends for a twelve(12)month
period. Subsequent terms of support will be for twelve(12)month periods,commencing at the end of the prior support period. Support
fees shown are for the second term of support for which SunGard Public Sector is committed and which shall be due prior to the start of
that term. Fees for subsequent terms of support will be due prior to the start of each term at the then-prevailing rate. Subsequent terms
will renew automatically until such time SunGard Public Sector receives written notice from the Customer thirty(30)days prior to the
expiration of the then current term. Notification of non-renewal is required prior to the start of the renewal term. Customer will be
invoiced, and payment is due, upon renewal.
Third Party Product Annual Support Fees: The support fee for the initial annual period is included in the applicable Third Party Product
License fees(s)unless otherwise stated. Subsequent terms invoiced by SunGard Public Sector will renew automatically at then-
prevailing rates until such time SunGard Public Sector receives written notice of non-renewal from the Customer ninety(90)days in
advance of the expiration of the then-current term. Notification of non-renewal is required prior to the start of the renewal term.
Customer will be invoiced, and payment is due, upon renewal.As applicable for certain Third Party Products that are invoiced directly
b the third art to Customer, a ment terms for an renewal term s of su ort shall be as rovided b the third art to Customer.
Additional Terms:
This Quote constitutes an Amendment to the Software License&Services Agreement and the Maintenance/Support Agreement
SUHGARD`" PU B LI� �E�TC�� ,.ro. .. .� � ;� r�� � �I��
Confidential Page 2
su"��►R°� Ad d-O n Q u ote
PUBLI� SECTC�R
*�. � � .�: � : . � �
(together,the°Contract and Agreement")by and between the parties hereto.The product and pricing information detailed above
comprises the"Exhibit 1"schedule or"Supplement'�attached to this Amendment. Except as otherwise provided herein, all terms and
conditions of the Contract and Agreement shall remain in full force and effect.
Any interfaces listed above are interfaces only. Customer shall be responsible for obtaining the applicable software, hardware and
system software from the appropriate third party vendor.
The Component Systems identified above are"Licensed Programs"or"Licensed Systems"licensed by SunGard Public Sector and are
provided in and may be used in machine-readable object code form only.
Applicable taxes are not included,and, if applicable,will be added to the amount in the payment of invoice(s)being sent separately.
Travel and living expenses are in addition to the prices quoted above and shall be governed by the SunGard Public Sector Corporate
Travel and Expense Reimbursement Policy.
The date of delivery is the date on which SunGard Public Sector delivers, F.O.B. SunGard Public Sector's place of shipment,the
Component Systems to Customer.
The SunGard Public Sector application software warranty shall be for a period of one(1)year after delivery. There is no Testing and
Acceptance period on the Licensed System(s)herein.
Preprinted conditions and all other terms not included in this Quote or in the Contract and Agreement,stated on any purchase order or
other document submitted hereafter by Customer are of no force or effect, and the terms and conditions of the Contract and Agreement
and any amendments thereto shall control unless expressly accepted in writing by SunGard Public Sector to Customer.
Third party hardware/software maintenance and/or warranty will be provided by the third party hardware and software manufacturer(s).
SunGard Public Sector makes no representations as to expected performance, suitability, or the satisfaction of Customer's
requirements with respect to the hardware or other third party products specified in this Quote.The return and refund policy of each
individual third party hardware/software supplier shall apply.
This Agreement is based on the current licensing policies of each third party software manufacturer as well as all hardware
manufacturers. In the event that a manufacturer changes any of these respective policies or prices, SunGard Public Sector reserves
the right to adjust this proposal to reflect those changes.
Should Customer terminate this agreement per any��Term of Contract��Section of the Contract and Agreement,as may be applicable
for certain customers, Customer agrees to pay, immediately upon termination,the remaining balance for all hardware,software, and
services delivered prior to the termination date together with travel reimbursements, if any, related to the foregoing. Notwithstanding
any language in the Contract and Agreement to the contrary,the purchase of support services is NOT necessary for the continuation of
Customer's License.
Pricing for professional services provided under this quote is a good faith estimate based on the information available to SunGard
Public Seetor at the time of execution of this Quote. The total amount that Customer will pay for these services will vary based on the
actual number of hours of services required to complete the services. If required,additional services will be provided on a time and
materials basis at hourly rates equal to SunGard Public Sector's then-current rates for the services at issue.
For training and on-site project management sessions which are cancelled at the request of Customer within fourteen(14)days of the
scheduled start date,Customer is res onsible for entire rice of the trainin or on-site ro'ect mana ement lus incurred ex enses.
Comments:
SUNGARD� PUBI�I� SEC�TC�f� `�k :��
Confidential Page 3
suN�ARQ� Ad d-O n Q u ote
PUBLIC SE�TC)�
�., � � �. �� �r�, .._ g�, ,,;��� �
Palm Desert, CA
Signature: Date:
Printed Name :
SUNCARD'� P U B L I� S ECTC�1� ' � .� �`� "��� ' �
Confidential Page 4