CC Resolution 12892 - NeoGov agreementRESOLUTION NO. 12892
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL
AUTHORIZING THE CITY MANAGER TO EXECUTE A THREE-YEAR
AGREEMENT WITH SHI INTERNATIONAL CORP., USING PRICING AND
TERMS SPECIFIED THROUGH A COMPETITIVELY BID AWARD FROM THE
NATIONAL ASSOCIATION OF STATE PROCUREMENT OFFICIALS
(NASPO), TO PURCHASE THE NEOGOV HUMAN RESOURCES
INFORMATION SYSTEM (HRIS) AND PAYROLL PLATFORM FOR AN
AMOUNT NOT TO EXCEED $328,567; AND TO DISPENSE WITH BIDDING
REQUIREMENTS, AS SPECIFIED IN CAMPBELL MUNICIPAL CODE
SECTION 3.20.030(6); AND AUTHORIZING THE FINANCE DIRECTOR TO
IMPLEMENT AN ASSOCIATED BUDGET ADJUSTMENT FOR
IMPLEMENTATION SUPPORT SERVICES
WHEREAS, the Human Resources (HR) and Payroll Division's currently
use several paper -based manual systems as well as an outdated Enterprise
Resource Planning (ERP) system (eFinancePlus provided by CentralSquare
Technologies) and disconnected Microsoft Word, Microsoft Excel, and Adobe
Acrobat forms for all HR and payroll functions including recruiting, onboarding,
performance evaluations, training tracking, and timecards; and
WHEREAS, these are labor intensive and time-consuming processes and
staff is seeking a more modern electronic process for managing HR and Payroll
functions; and
WHEREAS, a team consisting of HR, Payroll, Information Technologies
(IT) staff developed solution requirements, contacted vendors and reviewed
software demonstrations from a variety of software providers; and
WHEREAS, based on the aforementioned due diligence process, staff
determined that NEOGOV provides the best functionality, modularity, and ease
of implementation to meet the requirements of the HR and Payroll Divisions,
including a short implementation timeline and reasonable costs, and is the
leading provider of HRIS and Payroll systems for the public sector; and
WHEREAS, the City Council is authorized by Campbell Municipal Code
(CMC) Section 3.20.030(6) to dispense with bidding requirements when:
The City elects to purchase supplies, materials or equipment directly from
a vendor determined to be the lowest responsible bidder as a result of a
competitive bid process conducted by the State of California, the County
of Santa Clara or any other California county or municipality. Such
purchases are allowed provided that:
(A)The bidding procedures conducted by the agencies identified
are reasonably consistent with Section 3.20.050 of the CMC, and
(B)Thevendor agrees to provide the same low bid price to the City
as provided to the awarding agency; and
WHEREAS, NASPO is an Arizona based cooperative purchasing
consortium dedicated to advancing public procurement through leadership,
excellence, and integrity, is made up of the directors of the central purchasing
offices in each of the 50 states, the District of Columbia and the territories of the
United States, is an organization that helps its members achieve, success as
public procurement leaders through promotion of best practices, education,
professional development, research, and innovative procurement strategies, and
undertakes competitive bidding processes such as Requests for Proposals
(RFPs) for the benefit of its members and in order to obtain better volume
pricing, reduce the time it takes to procure critical goods and services, and
maintain best practices in competitive procurement; and
WHEREAS, SHI International Corp. is a reseller of NEOGOV products
and was selected by NASPO, through a competitive procurement process
(NASPO ValuePoint Master Agreement No. ADSP016-10651), to offer NEOGOV
products at set pricing; and
WHEREAS, upon review, staff has determined that the bidding
procedures used by NASPO are reasonably consistent with Section 3.20.050 of
the CMC and SHI International Corp. has agreed to provide the same low bid
price to the City as provided to NASPO; and
WHEREAS, although NASPO is an Arizona based cooperative purchasing
consortium, the State of California has also agreed, via a Participating
Addendum (PA) (7-16-70-36), to NEOGOV pricing and terms through NASPO's
award to SHI International Corp.; and
WHEREAS, Staff is proposing purchasing the NEOGOV HRIS and Payroll
platforms through from SHI International Corp. using pricing and terms as
specified by a NASPO competitively bid award; and
WHEREAS, if the purchase of NEOGOV is approved, staff also has the
need for outside support so that HR and Payroll staff can still conduct day-to-day
operations; and
WHEREAS, outside operational support is estimated to cost up to $75,000
and requires a budget adjustment of $68,000 in FY 2022, utilizing American
Rescue Plan Act (ARPA) funds; and
WHEREAS, the City of Campbell recognizes the need for a more modern
Human Resources Information System (HRIS) and Payroll Platform; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Campbell does hereby authorize the City Manager to execute a three-year
agreement with SHI International Corp., using pricing and terms specified
through a competitively bid award from the National. Association of State
Procurement Officials (NASPO), to purchase the NEOGOV Human Resources
Information System (HRIS) and Payroll Platform for an amount not to exceed
$328,567; and, to dispense with bidding requirements, as specified in Campbell
Municipal Code Section 3.20.030(6); and does hereby authorize the Finance
Director to implement an associated budget adjustment for implementation
support services. `
PASSED AND ADOPTED this 20t" day of September, 2022 by the following roll
call vote:
AYES:
Councilmembers: Gibbons, Lopez, Landry, Bybee, Resnikoff
NOES:
Councilmembers: None
ABSENT:
Councilmembers: None
APPROVVEED:
`5 -
Paul Resnikoff, Mayor
ATTEST:
aka
Andrea S ders, City Clerk