REPORT TO COUNCIL
SUBJECT
Title
Action on a Pre-qualified Vendor List, Master Agreements, and Task Orders, for Ongoing PeopleSoft Consulting Services to Support Various Human Resource, Finance and Payroll Initiatives [Council Pillar: Deliver and Enhance High Quality Efficient Services and Infrastructure]
Report
BACKGROUND
The City of Santa Clara (City) uses PeopleSoft v9.2 Human Capital Management (HCM) and Finance applications in support of various finance, human resource (HR), benefits, accounting, and purchasing functions. The City also uses Questica and NeoGov to manage budgeting and recruiting, respectively.
There are ongoing requirements to upgrade, enhance, configure, and integrate these products to ensure compliance with changes in Fair Labor Standards Act (FLSA) payroll and reporting requirements and labor laws.
The City’s HR/Payroll Upgrade Steering Committee with senior staff representation from the CMO Finance, Information Technology, and Human Resources Departments has the charter to identify and prioritize various projects that are required for regulatory compliance and to optimize the functionality and use of the product for efficiency. A list of projects that have been identified by the committee is attached to this memorandum as exhibit A. Completion of these projects is dependent on priority and the availability of funds.
DISCUSSION
In January 2020, the City’s Finance Department, on behalf of key PeopleSoft internal stakeholders, released a Statement Qualifications (SOQ) on the City’s e-procurement platform for consulting services to support various PeopleSoft v9.2 initiatives. The purpose of the SOQ was to select a pre-qualified list and enter into master agreements for a five-year term to assist the City with the implementation of the initiatives.
Twenty responsive proposals were received by the proposal deadline from the firms listed below:
• CCS Global Tech
• CherryRoad Technologies
• Ciber Global
• Deloitte Consulting
• Dimension Systems
• EdgeRock Technology Partners
• ERPA Group
• Ettain Health
• GNC Consulting
• Graviton Consulting Services
• Graviton Consulting Services
• Highstreet
• HyperGen
• Kastech Software Solutions Group
• People Tech Group
• PRJ Consulting
• Rite Software Solutions and Services
• Sierra-Cedar
• Smart ERP Solutions
• SpearMC Management Consulting
• Triune Infomatics
A three-member evaluation team with representation from the Finance, Information Technology, and Human Resources departments ranked the proposals based on the evaluation criteria listed in the SOQ. The top three ranked proposals from each evaluator are recommended for award of master agreements as indicated below:
• CherryRoad Technologies
• Ciber Global Tech
• Deloitte Consulting
• Graviton Consulting Services
• Highstreet
• Kastech Software Solutions Group
• PRJ Consulting
• Smart ERP Solutions
• SpearMC Management Consulting
An exemplar agreement with the City’s terms and conditions and insurance requirements was included in the City’s SOQ package and all selected vendors will be required to sign-on to the agreement (Attachment 2). During the five-year term, individual task orders (included with exemplar agreement as Exhibit D) will be issued for projects as they are identified, scoped, and funding is secured. A vendor will be selected for a specific project or task based on a variety of factors including but not limited to availability and expertise of staff, cost, prior experience completing similar projects, and project approach.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” with the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonable foreseeable indirect physical change in the environment.
FISCAL IMPACT
The term of each Master Agreement is five years beginning on or about August 1, 2020 and ending on or about July 31, 2025. The Agreements will be funded as tasks are assigned, subject to the appropriation of funds.
Funding for the agreements is available in the FHRMS Update Capital Improvement Plan Project. The Biennial FY 2020/21 and FY 2021/22 Capital Improvement Program Budget includes appropriations of $1,041,211 in FY 2020/21 and $75,000 in FY 2021/22.
COORDINATION
This report has been coordinated with the Human Resources and Information Technology Departments and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov>.
RECOMMENDATION
Recommendation
1. Authorize the City Manager to negotiate and execute Master Agreements with the following vendors with a term ending on or about July 31, 2025: CherryRoad Technologies, Ciber Global Tech, Deloitte Consulting, Graviton Consulting Services, Highstreet, Kastech Software Solutions Group, PRJ Consulting, Smart ERP Solutions, SpearMC Management Consulting;
2. Authorize the City Manager to execute task orders not to exceed $250,000 per task order without further Council action and subject to the appropriation of funds; and
3. Authorize the City Manager to amend the Agreements to extend the term in the event that task orders are issued during the five-year term of the Master Agreement with a completion timeline that extends beyond the five-year term. New task orders shall not be issued after July 31, 2025.
Staff
Reviewed by: Kenn Lee, Director of Finance
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Sample HR/Finance Project Improvement List
2. Exemplar Master Agreement (with Exhibit D, Task Order)