HomeMy WebLinkAboutReso 103-2016 (16-626)City of South San Francisco P.O. Box 711 (City Hall,
400 Grand Avenue) —
South San Francisco, CA
i! r: 16-626 Enactment Number: RES 103 -2016
RESOLUTION APPROVING AN AGREEMENT TO PURCHASE,
INSTALL, AND IMPLEMENT A NEW HUMAN RESOURCES,
PAYROLL AND TIMEKEEPING SOFTWARE SYSTEM WITH
PERSONNEL DATA SYSTEMS INC. IN AN AMOUNT NOT TO
EXCEED $250,000, AND AUTHORIZING THE CITY
MANAGER TO EXECUTE SAID CONTRACT.
WHEREAS, the City of South San Francisco' s ( "City ") current financial software system is
outdated; and
WHEREAS, the City needs a robust human capital management software package to promote
efficient timekeeping and payroll processes and analyze succession and performance data on its most
important resource, its personnel; and
WHEREAS, staff from multiple City departments provided input to assess operational needs,
reviewed vendor responses, and participated in software demonstrations; and
WHEREAS, staff has identified Personnel Data Systems, Inc. as the preferred vendor to address the
City's human resources, payroll and time capturing needs; and
WHEREAS, staff has negotiated and prepared an agreement with Personnel Data Systems, Inc. to
purchase, install and implement a new human resources, payroll and timekeeping software system
( "Agreement ") and such Agreement is attached hereto and incorporated herein; and
WHEREAS, funds have been budgeted for software acquisition, installation, and implementation.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of South San Francisco
hereby takes the following actions:
Approves the Agreement with Personnel Data Systems, Inc for the purchase, installation and
implementation of a new human resources, payroll and timekeeping software system in an amount not to
exceed $250,000, attached hereto and incorporated herein.
Authorizes the City Manager to execute said Agreement and to make any revisions, amendments, or
modifications, deemed necessary to carry out the intent of this Resolution which do not materially alter
or increase the City's obligations thereunder, subject to approval as to form by the City Attorney.
Authorizes the City Manager to take any other related action necessary to further the intent of this
Resolution.
!;
File Number., 16-626 Enactment Number. RES 103-2016
At a meeting of the City Council on 8110/2016, a motion was made by Richard Garbarino, seconded
Liza Normandy, that this Resolution be approved. The motion passed. I
Yes: 4 Councilmember Normandy, Councilmember Garbarino, Vice Mayor Gupta,
and Mayor Addiego
F,
Attest by
Krisia'- inn g'F'�
THIS AGREEMENT for consulting services is made by and between the City of South S
Francisco ("City") and Personnel Data Systems, Inc. ("Consultant") (together sometimes referred to as t]
"Parties") as of August 15, 2016 (the "Effective
It*410411
1.3 Assignment of Personnel. Consultant shall assign only competent personnel to perform
services pursuant to this Agreement. In the event that City, in its sole discretion, at any
time during the term of this Agreement, desires the reassignment of any such persons,
Consultant shall, immediately upon receiving notice from City of such desire of City,
reassign such person or persons.
I
1.4 Time. Consultant shall devote such time to the performance of services pursuant to this
Agreement as may be reasonably necessary to meet the standard of performance
provided in Sections 1.1 and 1.2 above and to satisfy Consultant's obligations hereunder.
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City of South San Francisco and Personnel Data Systems, Inc. Page 1 of
submit all invoices to City in the manner specified herein, Except as specifically authorized by City,
Consultant shall not bill City for duplicate services performed by more than one person.
2.1 Invoices. Consultant shall submit invoices, not more often than once per month during
the term of this Agreement, based on the cost for services performed and reimbursable
costs incurred prior to the invoice date. Invoices shall contain the following information:
Q Monthly Payment. City shall make monthly payments, based on invoices received, fv.
services satisfactorily performed, and for authorized reimbursable costs incurred. City
shall have thirty (30) days from the receipt of an invoice that complies with all of the
requirements above to pay Consultant. City shall have no obligation to pay invoices
submitted ninety (90) days past the performance of work or incurrence of cost.
U Final Payment., City shall pay the last ten percent (10%) of the total sum due pursuant to
this Agreement within sixty (60) days after completion of the services ("completion —of
services" shall be defined as when the City uses the system in a production or "live" mode)
and submittal to City of a final invoice, if all services required have been satisfactorily
performed.
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4 Total Payment. City shall pay for the services to be rendered by Consultant pursuant to
this Agreement. City shall not pay any additional sum for any expense or cost whatsoever
incurred by Consultant in rendering services pursuant to this Agreement. City shall make
r4. for any extra, further, or additional service pursuant to this Agreement.
In no event shall Consultant submit any invoice for an amount in excess of the maximum
amount of compensation provided above either for a task or for the entire Agreement,
unless the Agreement is modified prior to the submission of such an invoice 4y. properly
executed change order or amendment.
01.5 HourIv Fees. Fees for work performed by Consultant on an hourly basis shall not exceed
the amounts shown in Exhibit A.
2.8 Payment upon Termination. In the event that the City or Consultant terminates this
Agreement pursuant to Section 8, the City shall compensate the Consultant for all
outstanding costs and reimbursable expenses incurred for work satisfactorily completed as
of the date of written notice of termination. Consultant shall maintain adequate logs and
timesheets in order to verify costs incurred to that date.
2.9 Authorization to Perform Services. The Consultant is not authorized to perform any
services or incur any costs whatsoever under the terms of this Agreement until receipt of
authorization from the Contract Administrator.
Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Consultant shall, at its sole
cost and expense, provide all facilities and equipment that may be necessary to perform the services
required by this Agreement. City shall make available to Consultant only the facilities and equipment listed
in this section, and only under the terms and conditions set forth herein.
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including death resulting there from, and damage to property resulting from
activities contemplated under this Agreement, including the use of owned and non-
owned automobiles.
4.2.3 Addonal reguirements. Each of the following shall be included in the
insurance coverage or added as a certified endorsement to the policy:
a. The insurance shall cover on an occurrence or an accident basis, and no t
on a claims-made basis.
b. Any failure of Consultant to comply with reporting provisions of the policy
shall not affect coverage provided to City and its officers, employees,
agents, and volunteers.
4.3.2 Claims-made limitations. The following provisions shall apply if the professional
liability coverage is written on a claims-made form:
The retroactive date of the policy must be shown and must be before th(_�
date of the Agreement.
b. Insurance must be maintained and evidence of insurance must be
provided for at least five (5) years after completion of the Agreement or
the work, so long as commercially available at reasonable rates.
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4.4.1 Acceptabilily of insurers. All insurance required by this section is to be placed
with insurers with a Bests' rating of no less than ANIL
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4.4.6 Subcontractors. Consultant shall include all subcontractors as insureds under its
policies or shall furnish separate certificates and certified endorsements for each
subcontractor. All coverages for subcontractors shall be subject to all of the
requirements stated herein.
4.4.7 Wasting Policy. No insurance policy required by Section 4 shall include a
11wasting" policy limit.
4.4.8 Variation. The City may approve a variation in the foregoing insurance
requirements, upon a determination that the coverage, scope, limits, and forms of
such insurance are either not commercially available, or that the City's interests
are otherwise fully protected.
,O�.5 Remedies. In addition to any other remedies City may have if Consultant fails to provide
or maintain any insurance policies or policy endorsements to the extent and within the time
herein required, City may, at its sole option exercise any of the following remedies, which
are alternatives to other remedies City may have and are not the exclusive remedy for
Consultant's breach:
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a Obtain such insurance and deduct 1 retain the amount of premiums for
from 1
U11411131 I W1111[014111#11 •� ." r ., 1
1.1 Independent At during the term of Agreement, shall
be an independent 1 v 1 and shall not be 1 of
right ontrol Consultant only 1f, of Consultant's rendered
South pursuant to this Agreement and assignment of personnel pursuant to Subparagraph 1.3;
however, otherwise City shall not have the right to control the means by which Consultant
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City of a 1« d Personnel Data Page 8 of
6.2 Consultant No Agent. Except as City may specify in wrng, Consultant shall have no
authority, express or implied, to act on behalf of City in any capacity whatsoever as an
agent or to bind City to any obligation whatsoever.
I'Mill � Mi REM1111110T 111 1 11
7.2 Compliance with Applicable Laws. Consultant and any subcontractors shall comply with
all laws applicable to the performance of the work hereunder.
7.3 Other Governmental Regulations. To the extent that this Agreement may be funded by
fiscal assistance from another governmental entity, Consultant and any subcontractors
shall comply with all applicable rules and regulations to which City is bound by the terms of
such fiscal assistance program.
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14 IMUK41 0 O I t1i M 6fife"tt (A 111141s III
Termination. City may cancel this Agreement at any time and without cause upon written
notification to Consultant.
Consultant may cancel this Agreement for cause upon 30 days' written notice to City and
shall include in such notice the reasons for cancellation.
In the event of termination, Consultant shall be entitled to compensation for services
performed to the date of notice of termination; City, however, may condition payment of
such compensation upon Consultant delivering to City all materials described in Section
9.1.
8.3 Amendments. The parties may amend this Agreement only by a writing signed by all the
parties.
8.5 Survival. All obligations arising prior to the termination of this Agreement and all
provisions of this Agreement allocating liability between City and Consultant shall survive
the termination of this Agreement.
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8.6 Options upon Breach by Consultant. If Consultant materially breaches any of the terms
of this Agreement, City's remedies shall include, but not be limited to, the following:
ava'alas] 1111"s](floll lote] VA'sig ols Ls;yjmsj W-11111M 11601W limmi 0,2111 , z — .
8.6.3 Retain a different consultant to complete the work described in Exhibit A not
finished by Consultant; or
8.6.4 Charge Consultant the difference between the cost to complete the work
described in Exhibit A that is unfinished at the time of breach and the amount that
City would have paid Consultant pursuant to Section 2 if Consultant had
completed the work.
Z'Jagut,
9.2 Consultant's Books and Records. Consultant shall maintain any and all ledgers, books
of account, invoices, vouchers, canceled checks, and other records or documents
evidencing or relating to charges for services or expenditures and disbursements charged
to the City under this Agreement for a minimum of three (3) years, • for any longer period
required by law, from the date of final payment to the Consultant to this Agreement.
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City of South San Francisco and Personnel Data Systems, Inc. I
request of City or as part of any audit • the City, for a period of three (3) years after final
payment under the Agreement.
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10.1 Aftorneys' Fees. If a party to this Agreement brings any action, including arbitration or an
action for declaratory relief, to enforce or interpret the provision of this Agreement, the
prevailing party shall be entitled to reasonable attorneys' fees in addition to any other relief
to which that party may be entitled. The court may set such fees in the same action or in a
separate action brought for that purpose.
10.2 Venue. In the event that either party brings any action against the other under this
Agreement, the parties agree that trial of such action shall be vested exclusively in the
state courts of California in the County San Mateo or in the United States District Court for
the Northern District of California.
10.3 Severabilily. If a court of competent jurisdiction finds or rules that any provision of this
Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so
adjudged shall remain in full force and effect. The invalidity in whole or in part of any
provision of this Agreement shall not void or affect the validity of any other provision of this
Agreement.
Consulting Services Agreement between [Rev:2.13.2014] August 15, 20
City of South San Francisco and Personnel Data Systems, Inc. I
10.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision of tj
Agreement does not constitute a waiver of any other breach of that term or any other te -
of this Agreement.
10.5 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of
and shall apply to and bind the successors and assigns of the parties.
10.6 Use ► Recycled Products. Consultant shall prepare and submit all reports, written
studies and other printed material on recycled paper to the extent it is available at equal or
less cost than virgin paper.
10.7 Conflict of Interest. Consultant may serve other clients, but none whose activities within
the corporate limits of City or whose business, regardless of location, would place
Consultant in a "conflict of interest as that term is defined in the Political Reform Act,
codified at California Government Code Section 81000 et seq.
Consultant shall not employ any City official in the work performed pursuant to this
Agreement. No officer or employee of City shall have any financial interest in this
Agreement that would violate California Government Code Sections 1090 et seq.
mill it I V
NO 14 1L*11 A111111 All -11
10.9 Contract Administration. This Agreement shall be administered by the Human
Resources Director ("Contract Administrator"). All correspondence shall be directed to oi
through the Contract Administrator or his or her designee.
# ...........
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the sending Party receives written confirmation of receipt; (iii) if sent for next day delivery
to a domestic address by recognized overnight delivery service (e.g., Federal Express);
and (iv) upon receipt, if sent by certified or registered mail, return receipt requested. In
each case notice shall be sent to the respective Parties as follows: Consultant
Charles Jefferies
Personnel Data Systems, Inc.
470 Norristown Road Suite 202
Blue Bell PA 19422
City:
City Clerk
City of South San Francisco
400 Grand Avenue
South San Francisco, CA 94080
10.11 Professional Seal. Where applicable in the determination of the contract administrator,
the first page of a technical report, first page of design specifications, and each page of
construction drawings shall be stamped /sealed and signed by the licensed professional
responsible for the report/design preparation. The stamp /seal shall be in a block entitled
"Seal and Signature of Registered Professional with report/design responsibility," as in the
following example.
Seal and Signature of Registered Professional with
report/design responsibility.
10.12 Integration. This Agreement, including all Exhibits attached hereto, and incorporated
herein, represents the entire and integrated agreement between City and Consultant and
supersedes all prior negotiations, representations, or agreements, either written or oral
pertaining to the matters herein.
10.13 Counterparts. This Agreement may be executed in multiple counterparts, each of which
shall be an original and all of which together shall constitute one agreement.
10.14 Construction. The headings in this Agreement are for the purpose of reference only and
shall not limit or otherwise affect any of the terms of this Agreement. The parties have had
an equal opportunity to participate in the drafting of this Agreement; therefore any
construction as against the drafting party shall not apply to this Agreement.
The Parties have executed this Agreement as of the Effective Date.
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CITY OF SOUTH SAN FRANCISCO
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INTRODUCTION.. ... .............................. ....... .............. __ ............. __ ... »« —ERROR! BOOKMARK N01" DEAN ED.
TABLEOF CONTENTS.. ..»«.».». » «.. «.. » »...... «... » « »... »..,.. _ ...»...» .................»......>,...»,.»,..»,..,...»....».»«... .«» » » » » ».. » » ».... » » » » »..... »..1
.
IMPLEMENTATION ,SCOPE .»...»....»» .............»»...».».........»».....»......».. .... ». » ».... ». »... »......... »». _ .. ___ ......................
is
1
ESTIMATED NUMBER OF PROFESSIONAL SERVICE HOURS.« .................... »..... .»..».»« .......... .... » ». ». » «.. » ». « » « « ». » » » » » » «.1
3.
SUMMARY F IMPLEMENTATION TATI HASES WITH ESTIMATED HOURS .............. .............» . ».......... «........... «,....1
4«
SUMMARY OF ESTIMATED IPD,S BASE SYSTEM IMPLEMENTATION SERVICES----- - .. ... » »..».. ».»» ...............19
S.
CUSTOMER PROFILE INFORMATION ... »»».»»,. ........... »»...«..»..».....»..».,»...»..»..»..»... m.....»..».».»»». . » » »,. », » » ....................2
6.
VISTA HR111 S IMPLEMENTATION PROJECT STEPS .... .............................«»»»».»»»».«.« » ».. « » » ». « ».. »...............21
7.
VISTA SAMPLE IMPLEMENTATION PLAN ................................................. ».... .»» ..... »....................... »...................
22
S.
PROJECT UNDERSTANDING ............. ........... ___ ...... .»».»...».................. »...... ..... ».»»»»»»».»................ » ». ». » », » ». » » ».. ».m. »23
1. Project. StartlCompletion ....................",..,,..,.,.,.,."..,",.,.,..".,....,,.,.,...........,...,.,.....,.,,.,.... ,,..,,..,,...,...,.............
3
2. Vista l-lRMS Core Components........,,... ... .23
3. Interfaces." ................................................. ............................... .................."..,.....,,....... .....,.,.,.,...........,...",23
9.
IMPLEMENTATION N DES IPTI ................................................... .»............. ..»»»»»....... »............ ». <.,...<» »».. »».» ....
2
1 Implementation As. sumptlons.. ......... ,,"., .............. ,... ....... ,..,....,...,....,,........... ................................. .........................,,...2
10.
PROJECT SCOPE .............. «...... ».«»»»».«»»««.»».«««»»«««««»»«««.«».««.»»»««»«»»»«»««».«.............. ».«»»»»»»«».».. »....... , » » »..,........ «. ». » » « «2
2. Pre - Project Planning and Project Management . ........... ....."."..,....,...,...,...,..."..........,.,.,., ,,,.,,,..,,..,...,......,....2�
2, Installation (on premise customers only)",.........."..."..."... .. ". ", " ........................ .............. „. ".,.,.,.,,...,...,..,.,....25
3. Project initiation ... ,..,,.,..",...,..,,,,.".......,"".....,...,."............ ................................................. ........................",.. "2S
Core'Team Training... .... .."..."......,,,,.........,,..,,..,,..,.,...,,.,.,,,.,.,., ..,,,.,.,.,,...,......",.. "..27
S, Data Conversion Assistance ..... " .................................... .............................................. " ,.".", ....... .,,,.,."...,...,,, _27
S. System Cornlanratlorn .................................................................... ............................... ...
27
Z ,Security - Overview of How Vista hlRMS Security ydforks ...................................."........... ,. ".,..,...,.,.,...,...,,,,.,28
8. Self--Service Implementation Overview... _ _'.. _ _ . .... ...... .............. .........
9. Workflow Implementation Overview... ........ __ _.__ ................ ....
2
10. Recruiting Implementation Overview............... .... ........... ____ ... ... __ ..................
11. Arnalytic.s Implementation Overview......... ... ....... ............... ....
2
12, End-User Training...... ... ...... ...... ............................................... .................................
29
13. Readiness Assessment ..................................................................................................."...,....... ,.....................,,,,..2.9
14, Parallel Processing .........................................,.,..............,,,..,......,......,.,..,..,,..."..,...........,........ .......,.................,,,,29
15. Past Live Assistance .,.." ............................................................................................... .............................30
11.
RESOURCE ASSUMPTIONS..... ..... ........ ...............»............»»..». ................. »............3
1. Project Tearnns ....................................................... .............................."
2. Scope ......,".....,..,......,...,.. , "..,.... ".... ".,., ", ",.. " ",.31
12.
SCOPE MANAGEMENT ...»»...........» ...............................................»......»»...................».»«. ... »......»..................31
13.
READ AND UNDERSTOOD ........... .».,»».,»««..»»».» ..................... .»..»,.»,.»....».».».»...... ................... ....... ........... » »..... ».32
Consultant's intent, pursuant to this Statement of Work, is to deliver Vista H configured to the
City's needs. Consultant will supply consulting and assistance as needed by the City to ensure a
successful implementation. Hours stated herein are Consultant's best estimate for the associated
tasks.
ROOM 6
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Rroject Houii1y Rilte�
A 11,rates cv ein Lf, S, i unitss othe rj6vir pet°�fied
Implementation Phase
Project Coot d4iiation
Kick-(Dff Week
Systern COnfi�gurAOr,
Data Cr,)nveiision Assktance
Security C ion figu rafio�''� Assiistance
lrahflng
H11
Benefits
Payrol'11
Recruifirig
Qrystad
\16!AaAnalytics
Easy'Nsk,
lec�hi,�icaI AdU',vi,ir�8st�ation rerroU?
Parafl,6 Processing
Go-Uviu Rea&riesr, Assessment
Post Assistarice
Post Gio,,Uvs,Trar�s�tion to Custorner Support Meeflnif,.,
Sellf Service �mpflementaflon Assistance
Wo,f
Recruiting lrnp�enientatbiii As,�,Istance
linlierfacie AWstaiiice- GL and C.'an iers assistance
Totai Implementation Cost
R/,)/I)n I A
$185,00
Estimated
Hours,
Este mated(Cost
80
$5 14,800,, 00
24
$4,440.00
32
$5,920,00
232
S42,920,00
40
$7,400M
8
$1,480,00
16
$2,960,C10
16
$2,960,00
24
$4,440M
2
4,440,00
16
$2,9610M
4
$740,00
4
$740.00
$5,920DO
80
5 14,800, ('10
16
$2,960M
16
$2,96C100
n/C
nA:
16
$2,960.00
16
$-?,960m
24
54,1140,00
TBD
'BBD
688
$133,200-00
Number of Federal IDs/BIN
1
Number of Locations
1
Pay Frequency
Bi- Weekly
Total i l Count
900
Number of Hourly 1
458
Number of Salary Employees
442
Number of i n l y
442
Number f Retirees
377
Number of 2s s Produced last year
1006
Number of Separate Earning s .. Regular,
41
Bonus, tc.
Number of Unique Deductions (E.g. Garnishment,
66
Savings Bonds, United Way, etc.)
Number of Benefit Providers
5
Employee/Manager if Service
Yes
Workflow
Yes
Recruiting
Yes
Where is data Converted from .. Excel, Access)
Unknown
Filing Interface n n sir
o
_ Garnishment Int _ c n t Desired
No
Vista i e
No
I
o
_ _ _
Enrollment
Yes
I PAA 834 _ _
No
Onboarding
No
fir, I'MOMM =77 7 511 11 0, 0
F2,
Self-Service Implementation Assistance
Workflow Implementation Assistance
Recruiting Implementation Assistance
Recruiting
Note: Project goals and timelines based on Customer's staff availability will be established at the beginning of
the project. The customer may choose to incorporate phase 2 items listed above as part • phase 1. Also,
phase 1 items may be broken into multiple parts and thus the tasks may not be consecutive. This typically
includes the data conversion, system and security configuration and trainings. For trainings, there may be an
initial training/ overview followed up later in the project by a more in-depth training with a wider audience.
Fa;nT-z
i , 0
Project Coordination
ii Installation (on promise customer only)
li,"Rl Kickoff Week
,7,7
System Configuration
1J ff)fl HR Training
Data Conversion Assistance
Benefits Training
Rif, r Payroll Training
Security Configuration Assistance
Crystal Training
101/1, kpsyA
;kTralning
Technical Administration Training (on premise customer only)
Parallel Processing
Eig- Go-Live Readiness Assessment
Go-Live Assistance
+ Go-Live milestone
10 Post Go -Live Transition to Customer Support Meeting
Phase 2 (nmeftame determined based on Phase I timing)
Project Coordination
Self-Service Implementation Assistance
Workflow Implementation Assistance
Recruiting Implementation Assistance
Recruiting Training
7 7 7 7
1. Project StartlCornpletion
>Mutually agreed-to start date is:
Consultant will supply personnel sufficient to meet the requirements of the Statement of Wor.-I
within the mutually agreed to timeframe, but this work will be dependent on the availability of thiA
City's staff. As a result, the mutually agreed-to live date may be subject to change.
)o- PDS Base System GL Interface Table (Included)
Electronic Funds Deposit for US/Canada (Included)
HIPAA 834 (included) but may require some customization during implementation
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1. Project StartlCornpletion
>Mutually agreed-to start date is:
Consultant will supply personnel sufficient to meet the requirements of the Statement of Wor.-I
within the mutually agreed to timeframe, but this work will be dependent on the availability of thiA
City's staff. As a result, the mutually agreed-to live date may be subject to change.
)o- PDS Base System GL Interface Table (Included)
Electronic Funds Deposit for US/Canada (Included)
HIPAA 834 (included) but may require some customization during implementation
R/,)/?n I A
1. Pre -Pr oJectPlanning and PirojectMairiagement
R /7/7!11' F
,► OWNIM
,r. � s
4. Core Team Training
5. Data Conversion Assistance
6. System Configuration
This phase will consist of the Consultant Project Manager and the City's Project Team performirfl
system configuration and testing, which includes reviewing the existing delivered code tabIl
and rules within the Vista HRMS system, determining additions, and establishing securi
templates. This may include, but is not limited to, the following items: I
HR structures (definition and setup of company, location, position, job, organization definitions,
training, licenses, tests, skills, applicant tables, and HR status tables)
ROOM 6
Vista H Security works by using templates and assigning employees or employee types to a
given security template defined during System Configuration.
8. Self Service implementation Overview
9. Workflow Implementation Overview
R/7 /7(11(
1 Recruiting Implernentatioin Overview
11. Analytics Implementation Overview
The Analytics Overview details the use and practical applications of the Vista HRMS Analytics
module. It helps the City understand its current state and guide it into the future. Analytics helps
visualize useful patterns found in data, providing the City with the decision-making tools needed
► make the most of the City's human capital investments.
12. End-User Training
t"Plolt — WaV
resources become self-sufficient in using Vista HRMS.
13. Readiness Assessment
14. Paraflel Processing
The Parallel Processing phase enables the Project Team to verify, at a detailed level, that the City's
business issues are addressed in a hands-on environment. Consultant(s) will assist the City in
identifying and developing parallel processing procedures.
in addition, Consultant will review the test results with the City's Project Team to ensure the data
corresponds with the City's existing system. By the Parallel Processing phase, detailed HR, payroll
and Benefits testing should be complete. Parallel Processing consists of running 2-3 full cycles using
Vista H RMS as configured for the City's use,
Prior to the Parallel Processing phase, ACH tapes should be sent and verified and paychecks/advicg
0ould be reviewed. This allows the payroll results to be reviewed and cleaned, if necessary. The A
cycle runs every pay frequency and all of the processes. I
The City will be responsible for verifying expected results against actual results. Consultant will assist
where needed to ensure that a clean parallel is achieved.
15. lPost Go-11-live Assistance
Post Go-Live Assistance consists of the Consultant Project Manager working with the City's
Project Team to ensure overall data integrity and system verification and acceptance.
The Consultant Project Manager will observe the City's Project Team using Vista HRMS in a live
production mode, as well as provide real-time feedback and technical support assistance, as
required.
16. Post Go4 ive Transition to Customer Suppoirt
ri
1. Project Teams
Will be available to perform the outlined tasks within the time commitment established during
Project Initiation.
>Will be available to attend Vista HRMS software training(s) as applicable to their internal job
responsibilities in order to ensure that the assigned individual is trained and ready to perform
Project tasks as scheduled. Schedule will be defined during Project Initiation.
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Change Control Management
The Change Management process is fundamental to the successful delivery of the Project. This process
ensures that each change introduced to the Project environment is appropriately defined, evaluated,
and approved prior to implementation. Any modification to the services described in the Scope of Work
shall require a written amendment in accordance with Section 8.3 of the main Agreement.
9/1)/?nl A
Change Management will be introduced to this Project through the implementation of five key
processes:
1. A formal process for the submission and receipt of Change Requests
Estimate Number: For PDS Use Only
Business Area: HRIPRIBEN10ther
Change Requester: Customer
Project Name: Vista H Implementation
Change Request Date:
Customer Project Lead:
Change Urgency: Define Timescole
PDS Project Manager:
Change Description:
Add a brief description of the project changes
requested. This should include any changes to
resources, deliverables, timescales, andlor budgets.
Business Process:
Business Impact:
List any business process that may
Describe the impact to the business if this change
necessitate this change.
is implemented (e.g. additional resources
required, reduce process efficiency,
organizational structure changes required).
Change Benefits:
Change Costs:
Describe the financial and non financial
Describe the financial and non financial costs
benefits associated with the implementation
associated with the implementation of this
of this change (e.g. reduced transaction
change.
costs, improved performance, and enhanced
customer satisfaction),
Supporting Documentation:
Add any documentation references that may substantiate this change, including a PDS custom
specification.
Customer Project Lead:
Date:
......................................................
This document must be reviewed with the Consultant Project Manager to determine the impact and budget
considerations to the Project.
City acknowledges that the City has read and understands this Statement of Work and agrees to be bound by its
contents as stated in the main agreement.
THE PARTIES HEREBY AGREE TO THE FOREGOING CONDITIONS, AS EVIDENCED BY THEIR
SIGNATURES BELOW.
Personnel Data Systems, Inc. ("Consultant") City of South San Francisco("City")
By: By:
Name:
Name:
Title:
Title:
Date:
Date:
R /1) /17 n I A
LICENSEE City of South o PERSONNEL DATA SYSTEMS, INC.
ADDRESS 400 Grand Avenue (hereinafter, "PDS")
South o 4; Road, I ";
94080 Blue Bell, PA 19422
COMPUTER FACZLZTY
Price LOCATZON 400 Grand Avenue, South San Francisco, CA 94080
Addendum ""A" (PRICE QUOTATION) is attached to and made part of this agreement.
This agreement is incomplete and invalid without Addendum ""'A".
oSalespers
expiration date: August 6 on Dan Price
R1117t11 r.
The parties acknowledge and agree that the limited warranty, exclusive remedies and limited liability set forth in this
License Agreement are fundamental elements of the basis of the bargain between PDS and Licensee, and that PDS
would not be able to provide the software or services on an economic basis without such limitations.
Vi. PAYMENT
(a) In consideration of the grant of the License herein, Licensee shall pay that percentage of the PDS
Products noted in the "Amount Due at signing" on Addendum A upon execution of this Agreement and
the remaining percentage of the PDS Products upon Installation of the System. However, under no
circumstances will payments provided for herein exceed the not to exceed amount specified in Section
2 of the main Agreement.
VA#71F2fl'W1-
rx.
NOTICES
Any and aH written notices between PDS and Licensee with reference to this License Agreement shall be
sufficiently effective upon receipt if sent by registered or certified mail or overnight delivery service to the
respective address, subject to change upon written notice, of the party as follows:
In the case of PDS: In the case of Licensee:
PDS LICENSEE
IMM17, M -mm =4 I
Title Date Title Date
ki i �
Itmotation Date: July 20, 2016 Quotation Expiration Date: August 25, 2016
Client Name: City of South San Francisco Sales Person: Dan Price
Address. 400 Grand Avenue South San Francisco
State/Zip Code: California/94080 Employee Count/Pop Code: 900/4
U104=,, -M[O'J
43f-ll 1 ITIA i I, BEAM., 1=0119ffia
IRWIN
Vista Analytics
Discounted:
k1m
XRM
1113111
Unlimited I-r,107 400.00
Unlimited Included
Total PDS Software*
PDS Professional Services*
As detailed in the Statement of Work and/or Professional Services Work Order Form
9 no r7l 7TI =., -
0923��
Vista TimeO Implementation Services **$14,250.00
** As provided by nettime solutions LLC
Time Clocks/ Mal ntenanca
Time Cards
.1.1 ♦
Number/Cost
TBD/$2,800.00
Number/ Cost
TBD
Monthly Cost
$4,050.00
Annual Cost
TBI
*,ne-Time Cost
T B A
R /1 /')(11 A
v-,
$89F286.00
i
AMOUNT DUE at sigining.:(90% of PDS Products+50% Vista TmeImplementation)
Starts 3 month
Annual Maintenance/Support Start Date:
from installation
Zhitial Annual Cost.-
$18,258.00
R /1 /')(11 A
ADDENDUM "A" (Continued)
SYSTEM MAINTENANCE /SUPPORT CONSISTS OF THE FOLLOWING:
• Easily downloadable software upgrades for all major and minor releases
• Unlimited telephone and email access to our support staff
• 24x7 emergency response
• Toll -Free Service Calls
• Downloadable Tax Compliance Updates
• Downloadable system enhancements and updates
• End -of- quarter support
• Year -end support
• Unrestricted Web access
• Online Support issue tracking access
• PDS Technical dial -in using VPN, GoToMeeting, and GoToAssist
• User Group membership
• Links to Canadian and U.S. Government Web Sites
• Access to technical white papers
• Periodic newsletters and special offers
VISTA TIME SUPPORT IS PROVIDED BY nettime solutions, LLC
STANDARD VISTA CONFIGURATION: Payroll, HR, Benefits, Recruiting, Self- Service, eAssistant and EasyAsk®
OPTIONAL COMPONENTS /SERVICES:
Payroll Interface - A component that allows output to be created from the HR and Benefit Components (single
direction) that can be used to add to and update employee information in a third party payroll system. For payroll
systems other than Ceridian, this module must be custom fitted to the third party payroll system and shall be done
by PDS Professional Services.
Tax Filing - Provides an interface from PDS' Payroll tax calculations to PDS' Tax Service Partner. A separate
Agreement is required with the Partner.
Vista Time® - Time & Labor Management application. Accessible only as a SaaS service using the internet at the
PEPM rate noted. Functionality includes core Time & Labor Management plus Accruals, Alerts and Ad -Hoc Reporting.
Optional functionality available within Vista Time includes the Mobile, Occurrences (points) and Affordable care Act
(ACA) modules.
Vista Analytics - A configurable toolset that allows you create, manage, display, and analyze statistics and other
metrics, as well as KPIs, for your HR, Benefits, Payroll, Recruiting, and other information. Pre - defined analytics and
KPIs are delivered as part of the toolset, along with the tools for you to create an unlimited number of your own.
Other features include: automatic calculation, storage, and alerts relating to KPIs; drill -down functionality when
viewing Analytics; inclusion of Analytics in Vista HRMS dashboard pages; and security by user and Analytic.
Employee Population Code (Active employee count - Determined by Status Code of "Active" in employee
records)
1 = 1 to 250
5 = 1,001 to 1,500
9 = 5,001 to 7,500
13 = 20,901 to 40,000
2 = 251 to 500
6 = 1,501 to 2,500
10 = 7,501 to 10,000
14 = 40,001 to 70,000
3 = 501 to 750
7 = 2,501 to 3,500
11 = 10,001 to 15,000
15 = 70,001 to 100,000
4 = 751 to 1,000
8 = 3,501 to 5,000
12 = 15,001 to 20,000
16 = 100,000+
• NOTE - The following software is required but not supplied by PDS - Relational Database Management System
(Microsoft SQLServer or Oracle NT or Unix.
Crystal Reports - Under current licensing requirements by SAP, the delivered Crystal Reports may be accessed
without payment of any fees to SAP by Licensee. In the event Licensee wished to modify a delivered report or create a
new report, Licensee must purchase a current SAP license for its own use. For Version number, please see the
current Vista Hardware /Software Configuration document. Crystal Reports licensing requirements are subject to
change by SAP.
PDS
Initials
RI ?! ?(11(
City of South San Francisco
Initials:
Exhibit A-2
ADDENDUM C
Vista TimeO Application
P®S LICENSEE
Initials: Initials:
Date: Date :
Exhibit
Schedule I
Service Levels
2. The Uptime Percentage for the Application in any calendar month shaH not
be less than ninety-nine and p %
ae Scheduled Maintenance and Special Maintenance will be conducted
afterhours.
b. "'Scheduled Maintenance" means a period during which service availabili
of the Application may be suspended, whole or n part, order o car ti
out maintenance activities, and is regularly scheduled on alternatin
Wednesdays mArizona
a a. e in a l Calendar Month faft below
99.5% for the Application Li ' , e , `* 'f shall be entitled to a credit against
. 4 i ; ,
Services . twenty-five , ,. the + e
that o;
b. If the Uptime Percentage for an Application Service falls below 99.5% for
more than two sequential calendar months over a 12-month period
'tDowntime"'), then Licensee shall have the right, upon notice to
Downtime. PDS, to terminate the Application Service that is the subject of the Extended
y E
*ate:
t
Date: Date
EXHIBIT B
INSURANCE CERTIFICATES
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