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<br />REQUEST FOR COUNCIL ACTION <br /> Date: March 18, 2013 <br /> Item No.: <br />Department Approval City Manager Approval <br />Item Description: Award a Contract to Perf ectSoftware for Human Resources Information <br />System (HRIS) Services from 2013 – 2015 <br />Page 1 of 2 <br />B ACKGROUND 1 <br />During last week’s meeting, Council was provided a presentation on PerfectSoftware’s Human 2 <br />Resources Information System (HRIS). At this meeting Council directed staff to negotiate 3 <br />contract costs in order to achieve more fixed cost. 4 <br />P OLICY O BJECTIVE 5 <br />To provide a web based HR system that allows for paperless transactions and recordkeeping, 6 <br />electronic tracking, analysis through reporting, and remote access. 7 <br /> 8 <br />B UDGET I MPLICATIONS 9 <br /> 10 <br />Staff negotiated during the past week and was able to achieve a reduction of 75 cents per 11 <br />employee per month in the ongoing subscription fee. This reduction amounts to an annual 12 <br />savings of $2,025 at our current employee c ount bringing the ongoing subscription fee to 13 <br />$17,550 for each of the three years of the contract (versus $19,575 that was initially proposed 14 <br />last week). 15 <br /> 16 <br />Springbrook will charge up to $2,500 for the initial connection setup and up to $700 for the 17 <br />annual maintenance of the connection between payr oll and the HRIS. Perf ectSoftware will cost 18 <br />between $2,600 and $3,200 depending on the complexity of the programing for the connection 19 <br />setup but no ongoing fee for this connection. These numbers could go down if the project ends 20 <br />up being less complex than anticipated. 21 <br /> 22 <br />Total ongoing costs then at current employee count with the benefits connection fee, the payroll 23 <br />connection, and the subscription fee will be $19,510 for each of the three years in the contract. 24 <br />Total implementation costs are set at up to $24,550 providing we do not change or require 25 <br />anything additional. 26 <br /> 27 <br />The $40,000 approved in the 2013 budget is well within the cost of implementation and the 2013 28 <br />service fees for the proposed system which are expected to be no more than $34,305. Council 29 <br />will need to provide ongoing funding for future years to host and maintain the system which is 30 <br />estimated to cost $20,000 annually. 31 <br />S TAFF R ECOMMENDATION 32 <br />Staff recommends awarding a contract with Pe rfectSoftware for a web hosted HRIS for the 33