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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. Aug. 27, 2024 Item #2 Page 1 of 52 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. 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