FROM: Robert Thompson, General Manager
Originator: Wally Ritchie, Director of Finance
SUBJECT:
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UPGRADE AND MIGRATION OF TIMECARD SOFTWARE (WORKFORCE)
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GENERAL MANAGER'S RECOMMENDATION
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RECOMMENDATION:
A. Approve a Workforce Software SaaS and Professional Services Agreement to WorkForce Software, LLC for the Migration and Upgrade of the WorkForce software, for a five year term commencing October 1, 2024 and ending September 30, 2029, for a total amount not to exceed $628,015; and
B. Approve a contingency in the amount of $62,802 (10%).
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BACKGROUND
WorkForce is a time and attendance application used by all Orange County Sanitation District (OC San) employees. The software was installed in 2006 and has gone through several upgrades. The system provides employees with direct access to their online timesheets and the ability to request time off. The system also reduces payroll errors and improves accuracy, provides attendance tracking, and compliance with labor laws such as the Family and Medical Leave Act. OC San's current version of the software is near the end of its product life cycle.
To properly maintain support and compliance, OC San must upgrade to the latest version. The new version will provide OC San with the following:
* Support the latest browser and database systems for enhanced security
* Migrate to the Cloud eliminating on premise upgrades which will be included with the annual subscription
* Enhance schedules, tracking, and bank balances
* Report enhancements and modifications
* Enable Application Program Interface tools to integrate with other systems (work order management, financials, etc.)
The costs to migrate and upgrade are listed below:
$ 25,000 Cloud Migration
$ 25,000 Cloud Upgrade
$186,000 Modifications, Updates, Enhancements
$392,015 5-year SaaS Agreement
$628,015 Total Cost
RELEVANT STANDARDS
* Maintain a culture of improving efficiency to reduce the cost to provide t...
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