HomeMy WebLinkAbout2024-08-27; City Council; ; Master Services Agreement for Hosting Services and Professional Services with Navisite LLC for the Lawson Human Capital Management System Software and ManagementCA Review AZ
Meeting Date:
To:
From:
Staff Contact:
Subject:
Districts:
Aug. 27, 2024
Mayor and City Council
Scott Chadwick, City Manager
Doug Kappel, Enterprise Applications Manager
doug.kappel@carlsbadca.gov, 442-339-2791
Maria Callander, Information Technology Director
maria.callander@carlsbadca.gov, 442-339-2454
Master Services Agreement for Hosting Services and Professional
Services with Navisite LLC for the Lawson Human Capital Management
System Software and Management
All
Recommended Action
Adopt a resolution ratifying and authorizing the City Manager to execute a master services
agreement with Navisite LLC for hosting and professional services for the Lawson Human
Capital System software in an amount not to exceed $365,988 for a one-year term ending June
30, 2025, authorizing the City Manager to execute the optional three one-year extensions if
required, and approving the carryforward of $365,988 from the fiscal year 2023-24 Information
Technology Operating Fund budget into the fiscal year 2024-25 budget.
Executive Summary
The city uses the Lawson Human Capital Management System software for its human
resources, benefits, employee self-service and payroll applications. Since 2010, the city initially
contracted with Velocity Technology Solutions, Inc., which just over three years ago was
acquired by Navisite LLC (“Navisite”) to host and service the system.
This proposed master services agreement with Navisite would continue the services until June
30, 2025, with the option for three additional one-year extensions.
The City Council is being asked to authorize the City Manager to execute the master services
agreement with Navisite as well as the optional three extensions if the city determines the
extensions to be appropriate.
The City Council’s approval is required because Carlsbad Municipal Code Section 3.28.060 -
Procurement of Professional Services and Services – designates the City Council as the awarding
authority for procurement of professional services and services that will cost the city more than
$100,000 per agreement year.
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Staff had expected to present this item to the City Council in the last fiscal year, and the
$365,988 cost of the first year of this agreement was included in the Information Technology
Department’s fiscal year 2023-24 Operating Fund budget. However, negotiations over the
agreement took longer than anticipated. Because of that delay, staff are also asking the City
Council to ratify the agreement and approve carrying forward of the unspent fiscal year 2023-
24 Operating Fund budget to the budget for the current fiscal year.
Explanation & Analysis
Background
The City Council approved the initial agreement in 2010 as well as numerous amendments to
extend and revise the various services provided by Navisite. The current agreement expired on
June 30, 2024. The proposed new master services agreement will continue the services
provided by Navisite for a term ending on June 30, 2025, with the option for three one-year
extensions.
Service provided
A new master services agreement is required to continue the operation of all the modules of the
Human Capital Management System. The agreement calls for Navisite to provide:
•All required hardware, operating system and database licenses, as well as maintenance
of the infrastructure necessary to support the Lawson Human Capital Management
System application
•Full functional and technical support for the city’s Human Capital Management System
and processes
•Extended support, to include existing interfaces with external systems such as the city’s
timekeeping and learning management systems
•Customer support at all hours and days of the week
•Active directory services, which allow staff to login into Lawson using
the same username and password that is used to login to their network accounts
•Process automation that provides for automating manual and process-intensive human
resource workflows and workplace standards
•Microsoft add-ins
•Design Studio
•Lawson Business Intelligence reporting system
•Tax applications
•Disaster recovery
•Employee self-service
Fiscal Analysis
The cost of this master services agreement with Navisite is not to exceed $365,988 for the one-
year period ending June 30, 2025. Funding for the first year’s services was available in the fiscal
year 2023-24 Information Technology Department’s Operating Fund in the amount of
$365,988, this amount is being requested as a carryforward budget request from fiscal year
2023-24. (Carryforward budget items carry unspent funds budgeted to have been spent in one
fiscal year into the next fiscal year.)
Aug. 27, 2024 Item #2 Page 2 of 52
Funding for the first optional extension, if required, for the second year of the agreement was
included in the Information Technology Department’s Operating Fund for the fiscal year 2024-
25 in the amount of $384,287. Funding for the remaining possible extensions, if required, will
be included in the annual budget request process for fiscal year 2025-26 and beyond as
needed.
Master service agreement summary
Possible extensions
Year 1 Year 2 Year 3 Year 4
Description FY 2024-25 FY 2025-26 FY 2026-27 FY 2027-28 Total
Management Services $201,900 $211,995 $222,595 $233,724 $870,214
Cloud Services $164,088 $172,292 $180,907 $189,953 $707,240
Total $365,988 $384,287 $403,502 $423,677 $1,577,454
Next Steps
Staff will complete execution of the agreement and continue working with Navisite to provide
continuous operation of the Human Capital Management System.
Environmental Evaluation
This action does not require environmental review because it does not constitute a project
within the meaning of the California Environmental Quality Act under California Public
Resources Code Section 21065 in that it has no potential to cause either a direct physical
change or a reasonably foreseeable indirect physical change in the environment.
Exhibit
1.City Council resolution
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Exhibit 1
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