CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Change Order #3 to Contract 16-083, Advanced Scheduling/Timekeeping Software and Implementation, to NOVAtime Technology, Inc. for an amount not to exceed $40,000 and a total award of $845,235.
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DEPARTMENT: Finance Department
SUBMITTED BY: Rachel Mayer, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
In April 2016, City Council awarded Contract 18-083 to NOVAtime Technology, Inc. to implement and host a new advanced scheduling and timekeeping software. The City is currently in the fourth year of the seven-year term, which expires in 2023.
In September 2018, the City Manager approved change order #1 for $6,250 to allow NOVAtime to host a test environment while the City implemented the HR/Payroll modules in the Tyler Munis ERP for a January 1, 2019 go-live date.
Change order #2 was approved by the City Council in May 2019 for $15,000 to extend the use of the test environment for an additional year through the end of 2019 after it was determined that the HR/Payroll modules would not go live at the beginning of 2019. The HR/Payroll modules went live on July 1, 2019.
DISCUSSION:
Change order #3 is requested to add $40,000 to Contract 16-083. The breakdown is as follows:
* $25,000 to continue the use of the test environment through the end of the seven-year contract term.
* $15,000 for professional services to evaluate the current set-up and provide on-site training for payroll staff and department end users during 2020.
The timekeeping system is a complex set of rules with many variables. In order to accurately calculate and report an employee's time, the system needs to determine the employee work status (i.e. part-time/full-time, hourly/salaried), whether union rules apply, whether the pay is affecting accruals such as sick or vacation pay and other factors. Because of the complexity, it is beneficial to have a test environment where a rule modification can be tested. ...
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