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Home My WebLink About0188.095• Q 7 City of Palo Alto City Manager's Report TO: HONORABLE CITY COUNCIL FROM: CITY MANAGER DEPAR~: ~CE AGENDA DATE: M .. JlCH 27,1995 CMICI 88: 9S SUBJEct, REOUEST APPROVAL TO REJEct PROPOSALS FOR PROGRAMMING OF TIMEKEEPING SOFTWARE, .MID BUDGET AMEND MENT ORDINANCE FOR IMPLEMENTATION OF INTERIM TIMEKEEPING SYSTEM FOR FISCAL YEAR 1995-96 The JlIDPOSC of this report is 10 request Cooncil approval \0 reject an proposals reaived fOr the design and development (programming) of timekeeping system software. Staff also requests the adoption of a $51,500 Budget Amendment Ordinance 10 fund temporary data entry and programming ser.i<:es 10 establish on interim database, which will capture and retain the limekeeping information required fot Misbion Driven Budgeting (MOB). JlFCOMMElliDATlQNS Staff =mends that the City ~iI approve !he rejection of an proposals received fOr !he design alld programming of. cilywide timekeeping S)'S'.em. as specified in the Request fOr Proposals i",;ucd by staff in January 1995. Staff also recommends Ihe establishment of .. capital projea fur the cilywide timekeeping system. Finally, staff recommends Cooncil adop6on of!he attached Budget Ame!ldrnenl 0r<IinJmu fOr 551,500 10 fund !he !eIDporary data entry and programming services necessary fOr the implementation of an interim timekeeping database, until !he final timekeeping system is completed. POLICY IMPLICATIONS In order II> oblain a«Ul'IIIc infu<mation on the costs ofC'!ly services in support ofMDB, more detailed timekeeping infoonation will be neces.ary. If funded, !he interim database will allow staff 10 capture and maintain the timekeeping detall necessary 10 accommodate the CMR: 1118:95 " -~ ~~ .. , ..... '<;--".- mro<mati:x>al needs presait>ed by MOB. Stalfwill return 10 Council fur "PP""'a1 offundlng the pcnnancnt timekeeping oo!utioo once the costs lOr this proj«! can be esiabli5h«l. EXfCUTIVE SUMMARY Early in the deve!opmeol ofMOS, the need lOr. new timekeep'dlg system Io!ra<:k employee boors. in order 10 accurately determine the co ..... of City servi<:es, was identified as critical I<> the successful implemeotatioo of MOB. 111 1994, an MDB Timekeeping Subcommittee, coosl.sting of rqnsenIa1iv.,. !rom oil City deparlmcn'$, f<xm"l.ted the timekeeping ~ Rquiremellls. Allhat same time, I Iin.oJ selection fur. new payrollibuman resources system was bei.,g maile. During !he p3yrolJJbwrum resou.rces selection proc;ess, staff became ccnvlnced that the <eq~ timekeeping capobilities were not inhcrenl to any pa)TOH. 'human resource system, and citywide timekeeping needs wooid have 10 be addressed separately_ After an examination of !he altemative solutioos available 10 serve the City'. long-term timekeeping needs. staff selected !he optioo of. Wmdows-based system designed and programmed to the City's prescribed specifications. rae system would be fully irolegraled with the City"s financial datA bast; and the new payroll'll'.lm3D n:sources system. Specific requirements included .leclroni<: timecard approval, user-friendly limecard' cntry screens, timekeeper or individual time entry, on-line belp and printed rekrence and Iralning materials. SWfletout 10 develop the new timekeeping system for implementatioo on July I, 1995. in conjunction with the City'. first Mission DriVeD Budget. On January 24, i 995, an RFP lOr coosuhanI setVices fur the design and programming of the timekeeplog system 5Oftw .. ..., ..... issued to IeIlIitms specializing lo sott..are development. lbjeetioa of Proposals Five coosuItan!5 responded 10 the City's RFP fur timekeeping system <levetopmen! services_ The responses varied v.1dely lo approach, a..,d proposals ranged in cost from $70,000 10 $256.912. Afta: many discussions, inlervlews and reference verl&:atioos, staff initiated OODtract negotiations v.ith the coosulting finn whi<:a bad the bighest ranking against staffs selection criteria, had the lowest-priced proposal and committed to complete the project withln the narrow timeline e,;tablished in the RFP. Early 00 March 6, 1995, staffbccame aware of certain misrepresentations in the propooll of the selected .firm, whi<:lt made further negotiations with thai proposer imprudent The option ofse1ecting anoIher proposer was examined, but staff was dissatisfied with the high costs , .. • involved, and coocemed that • quali!y product could 00( be pt<l'lded within the required time!ine. TherekR, slaff recommends that all responses 10 the RFP be rejected. Since the ~ to reject all proposals will prevent slaff from implementing the timekeeping syslem oo1u/y I in cocjunctloo .. itb MOB, staff has defined an interim solution, MUch wlll address the City's timekeepicg needs untillbe fi"al timekeeping system is in place. laterlm Sol1ltioll 00 OIl interim basis, slaff plans to olter the City's existing timekeeping process t<> support MDB. New paper timecards will be developed 10 suppo<1 the MDB a«:oon! Dumbe" and the cIaiIy time e&nl entri.. .. that will be required under MDB. Department. will continue to submit paper timecards to the Fi.'WICe Department (Payroll}, where detailed timword informalioo wl1l be entered on • weekly basis into the timekeeping module of the Lawson PayrollMuman It<:souIus System. Staff";U develop • da,abase 10 1ICCUfilulate and maintain informatioo on the bouD and dollars cllmged 10 each service grooping provided u.'l<ler MOB, ""til the long-term timekeeping S)'stem is in place. AIt!lough this information will be accumulated. staffs abilily to report this information will be limited. Optimally, adequate information OIl the level of a."tUal expenditures by servke will he available, so that departments !lave the abHity to rooruto< expenditures fOr It .. development 0{ their 1996197 Mission Driven Budgets. lalerim FD"diDg Reqllireme.ts TfulJ"U') programming assistaace is needed in several oreas in order to implement staft's interim timekeeping solution. First, modifications need to be m.ode I<> the Lawson timekeeping entry screen 10 accommodate MDB account numbers. Progrnnming support is also requimllo develop "payton editing logic" that is in the City's existing payron system and DOl in the Lawson timekeeping module. For example, the payroU editing logic will dck:nnine tit_ a police officer should receive an additional 5 perceDI pay fOr night shift work. A database mIlS! be de\..,,1oped 10 store !he MDB time data so the information C<llI be accessed and reported. FinaJly, programming support is needed 10 develop reports to provide slaff ";!b infort1l.ll6oa 00 the hours and amount charged 10 eacb sen'ke provided under MDB. Funding kJr these programming oeeds totals $35,000. It is Il!lticipated thaI much of the prognmuning recommenOed lOr the interim solution can be utJ1ized in \be City', permanent tim.-teeping system. To facilitate """""'te timekeeping i., the interim period. new tim.: cards ,,,1] be de\.'eJoped whi<:h will provide pre-printed accounts from the employee". prior period :ime card. The detailed timecard data will be entered 00 • weekly basis 10 the timekeeping module. A \ . , temporary data entry operator will be needed Ie input !he addioooal volume of timecard information until the new timebeping S)'s1em is in place. In additioo, !empora.")' staff support .. ill be requmd for tbe F~ Department (payroll) Ie bell' process the manllal timecards and C<lITeCI!he inevitable err"", which occur in using the new lccounl numbers. Staff is ~uesting fu."1ding for tlle data enlly operator for lhi, nine-mootll period of time in the amou:lI ofSI 0,000, 52,500 lOr!he developrr.enl ond printing costs of new timecards, and 5S,OOO for temporary Payroll staff suppOO. Timekeep!q System Impieme.tatioD Sc:hedDle Afu:r implementation of the inrerimdalabase is ul>derway.~"'ill res\l11Ie w""''''' the final timekeeping system. A preliminaty implementation schedule has been developed for the timekeeping system (AtuK:hment I) that .. ill support issulm« cf another RFP and allow !lIllpl. tilDe for system deI.·eklpmcnt, system testing and = lrlIining.The schedule also ~ for a tIIoroogh evalw!tioo of 00( only the customized programming 500gb! in the initial RFP, but also of lOy ·off-the-s.~1f' software packages which might be modified 10 be compatible with die Citislong-tenn timekeeping reqtlirements. Under this scOOdule. staff will re!unl Ie Council in August 1995 ",im • proposed Buclgel Amend."1enI Ordinance Ie fund the pennanen! tlmekeeping system, along with • request for CX)Iltrac't approval for the system software. The new syslem would be tested in December 1995, training would begin in January. and the: system would be operational in March 1996_ Staff plans 10 phase deparlment ~ to the 5)-sIem. A detailed schedule of depalImenl implementation will be proo.ided wilen staff returns 10 Cooncil in August I99S_ Staff also plar.s 10 pro-.ide CouIKiI with 1imher information 011 the notwed infrastructure componenI oC!he original timekeeping proposal in AUgust 1995. FISCAl, IMPACf Funding of $S1,500 for the interim timekeeping S)'SIem is requested, 10 be provided os • Capitallmprovemenl Program (elP) proj.:cl for !he Citywide Timekeeping System. Funding will be provided, in "",-1. tbroogh the Budget Stabilization Reserve. The EnteIprise Fund portion of this request $11,2SO will be funded from the Rale Stabilization Reserves and V cbide Mainle",mce fund retained earning.. The fuOOmg requested will provide temporary programming services ($3S,OOO), temporary payroll ~ (SS,OOO) and 1emporary data entry s«Vkes \o""pjXlft the nine-month interim timekeeping PC""'" ($10.000). Also included in this request is $2,500 lOr additional S""PPlics related 10 the interim soIutioo, and a SS,OOO contingency for the: programming a."d temporary services. CMlL:IIIII:lI5 hee4.U ", ,.,. , • ~~.--.:. ' . . . ~. -. ENVIRONMENTAL rlSSt;SSMENT ~ DEW timekeeping system does DOl <:O!lStitute a project under the Cali1<xnia EoviroorneDIaI Quality Act. IbereCon:. no envirOllllle1ltaJ IiS5CSSmenI is nee<Ie<l. AUACHMENTS 1) Prelimmaz)" Tuneteeping Implementation Schedule 2) Budgct .~dment ~ PREPARE!) BY: Melissa Cavallo, As!listant F~ Directo< Carol Ferren, Manager of Acrounting CITY MANAGER APPROVAL: CC: nfl Poe< 5 Drs A IT ACHMENT I 11m.bepio, Sylt<. Prelimill.ry I .. pte ....... tatio. Scbed.m Issue R<queotIOr Proposal Request lOr l'roposll Responses EVlIIuatWJ> of~ Contract Nq;otWWD Council AJIl"OvaI Begin S~ mm Testing BeginTecImical J raining Begin U_ Training Sys:emUve SfI6l'95 61)3/95 71W9S 1111!95 ~07l95 1211195 1115196 [129196 3101196 • ORDINANCE NO. ORDIP.A.>;CE OF THE OOONCIL OF THE CITY OF PALO ALTO »-:ENDING THE BUDGET FOR THE FISCAL YEJ.R 1994-9S '1'0 CREATE CAPITAL IKPROVEMENT PROJECT NO. 195~S, "CITY"'jlJIOE TIMEKEEPING SYSTEM,· A.."iD P~OVIDES niTERIM FUNDING FOR THAT Sys-r"EK WHEREAS~ pursuant to the provieion8 of Section 12 of Arti~le III of the Charter of the City of Palo A1to~ the Cour~il on June 20~ 1394 did adopt a budget for fiscal year 1994-'5; and WHEREAS.. the City is implementing a new Mission Driven Budget for 1995-96; and WHEREAS, an automated timekeeping system will facilitate the gathering of detailed employee timekeeping dat.a across a vide range -of City work envirornneo.·ts; ar..d WHEREAS.. a new timek.eeping system is needed to provide detail~d information on the true cost of serviceg prcvided in the new Mission Driven Budget and to therefore allow Council to better allocate resources and establish citywide priorities; and WHEREAS, on March 6 8 1995-council directed staff to-deve!op an io_teriBl. solution to t.imekeeping until a longer tE:rm solution can be effected~ given tbe recent developments of the selected software deve lopme!l,t f inns . NOW, THEREFORE~ £he Council of the City of Pale Alto does ORDAIK as follows: SRCTTON 1. Capital Improvereent Project Number 19535, -Citywide Timekeeping System-is hereby created. The sum of Fifty Seve:l Tbo\lsand Fiv~ Hundred Dollars t$57 .. S00) is hereby appropriated to CIP Project Number 19535, ~City .. dde Timekeeping System. -To fund tbis prcject the following tra.""1sfers to the Capital Improvement Fund ~ll be made: TrL"'1.sfer frotl. General fund. Bu<3get Stabilization R~serve Transfer from R~fuse Rate Stabilization Reserve Transfer from Electric Rate St.bilization Reserve Transfer from Water Rate Stabilization Reselve Tr~~fer from Gas Rate Stabilization Reserve TrB."'1.sfer from Wastewater Collection Rate Stabilization Peserve Transfer from Wastewater T~eatment Rate Stabililation Reserve Transfer fr~ Stcrm Drainage Rate Stabilization Reserve Tranafer from Vehicle ~4intenance Fund Retained Earnings Total $ 40,250 $ l,SSe $ 5,4H $ 1,~90 $ 2,380 $ 1,156 $ 3,.30. $ 4U $ 9' , $ 57.500 SEC"{JQN ? This transaction viII reduce the following Budget and Rate Stabilization Reserves (RSa~ and retained earnings as of JII'.arch le, 19.95; Budget Stabilizetion Reserve from 12,081,651 to 12.C47~411 Refuse RSR from $3 .. 769 .. 0,0,0 to $3,761,102 Electric RSR from $28,(171,..0'0-0 to $28,065; SEilS Water RSR from $~.341.000 to $6.339.310 Gas RSR frO!!! $8.113.000 to $8.110.620 -Wastewater Collection RSR from $4,.348 .. 00,0 to $"~)4.6,B4.4. Wastewater Treatment RSR from $2, ae4~ 0,0,0 to $2 .. 580. 636 Storm Drainage RSR from $122,.,0-0'0 to $121, S.e6 Vehicle Maintenance Fund ~etained Earnings from $6'9,000 to $698.086 SECTION 3. As specified in section 2.2e.CeO(a) of the Palo "Alto Municipal Code .. a t'WO-thirds "i"ote of the City Council is requil:ed t.o adopt this ordinance. SECj"IO!l...J.. The Council of t.he City .of Pal':) Alto hereby finds that the en~ctment of this ordinance is ~ a project under tr~ California Environmental Quality Act and, therefore.. no envir~~mental impact assessment is necessary. SECTION 5. ~icipal Code .. adopt. ion. As provided in Section 2.¢4.37S of the Palo Alto this ordinan~e sball become effective upon • IlITR~ AN!) PASSED: AYES: NOES, MS'l'1!NTt ON$ , M$e)rr, A'l'l'ES'l' , <:ity Cl .. "k $". ASst. City Attorney Ojrecto~ ef Finance lIiayor