RES 2018-0942 - EmpCenter Time and Attendance Maintenance Agmt of°wA'^Fg� ;=, Finance Department
12
Omaha/Douglas Civic Center
ef yMr',} .-�, h 1819 Farnam Strcct,Suite 1004
i AV_ Y h u. Omaha,Nebraska 68183-1004
o �'_ ^° (402)444-5417
° ro m Telefax(402)546-1150
' BD FEBR0` i
; Stephen Curtiss
City of Omaha rea Finance Director
Jean Stothert,Mayor
Allen Herink
Honorable President City Comptroller
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and Members of the City Council,
Attached is a Resolution which approves payment of an invoice to extend a current agreement
between the City of Omaha and WorkForce Software, Inc. WorkForce is the sole source
provider of the EmpCenter Time and Attendance system which is currently being used by the
City. By Ordinance No. 37876, approved on October 24, 2007, the City entered into a contract
and multi-year Service Agreement with WorkForce Software, Inc., to use this software. This
Agreement included software maintenance, technical support and upgrades.
The invoice contemplates that we will purchase a one-year maintenance plan for continued
maintenance, support and upgrades to the software.
The Payroll Division completes 52 bi-weekly payrolls each year for both the. City and
DOT.Comm employees. Union contracts and 'accrual rules have become more complex
requiring processes that had to be developed outside the system. Functionality designed in the..-
EmpCenter software will continue to eliminate time consuming work arounds. All City of Omaha
and DOT.Comm'employees are currently using the system.
EmpCenter uses a web-based design using a true thin client and does not require software to
be loaded onto individual PCs. Employees use a web client, web clock, biometric finger reader,
time clock with biometric finger reader or interactive voice response (IVR) telephone to enter
and submit time. Manager and supervisors approve time electronically.
Time and attendance is a mission-critical application that requires significant attention to detail.
The Software Maintenance Agreement is necessary in order to continue to timely process
employee payrolls, provide actual costing of payroll, eliminate work arounds and provide for
more efficient use of manpower.
The cost of the Maintenance Agreement is $100,924.00. Funding for this purchase shall be
from the General Fund 11111, General Expense 119014.
We urge your favorable consideration for the approval of the proposal to secure maintenance
for the EmpCenter Time and Attendance system. '
Respectfully submitted, Referred to City Council for Consideration:
• /0 3 IS/ /0/3 /f '
Ste nen B. Curtiss ate Mayor's Office Date
Finance Director
2018\20331 sel
City Clerk Office Use Only:
01 Publication Date(if appli ble):
RESOLUTION NO.
Agenda Date: `_ <4,
Department:
Submittert_/� lailD
CITY OF OMAHA
LEGISLATIVE CHAMBER
Omaha, Nebraska
RESOLVED BY THE CITY COUNCIL OF THE CITY OF OMAHA:
WHEREAS, the City of Omaha purchased the EmpCenter Time and Attendance System from
WorkForce Software, Inc., in 2007 and entered into a multi-year Service Agreement to use that software; and,
WHEREAS, the current Service Agreement with WorkForce Software, Inc., expires on October
24, 2018; and,
WHEREAS, WorkForce Software, Inc., is the sole provider of the EmpCenter Time and
Attendance System; and,
WHEREAS, the EmpCenter Time and Attendance System is a mission-critical application that
provides a web-based design for tracking employee attendance ensuring prompt and accurate payment of
employees and providing for more efficient use of manpower; and,
WHEREAS, WorkForce Software, Inc., has provided an invoice to the City of Omaha in the
amount of$100,924.00 for annual support and other related fees; and,
WHEREAS, the Mayor recommends payment of the invoice in the amount of$100,924.00.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OMAHA:
THAT, as recommended by the Mayor, the invoice of WorkForce Software, Inc., in the total
amount of $100,924.00 to secure maintenance for the EmpCenter Time and Attendance System for a period
from October 25, 2018, to October 24, 2019, is hereby accepted and the purchasing agent is authorized to
issue a purchase order therefore. The Finance Department is authorized to pay the cost from Budget Year
2018, General Fund 11111, General Expense 119014.
APPROVED AS TO FO
j !u'zll
DEP1i '-C1i Y ATTORNEY DATE
2018\20331 sel •
City Clerk Office Use Only:
Publication Date(if appli ble):
RESOLUTION NO.°11-1-0?
Agenda Date:
• Departmen
Submitter:
Ado tea: OCT 16 20181 -'D
P
Attest:
City CI .rk
Approved: i(
Mayor
wo rkf®rce Quotation
SOFTWARE
• Quote#: Q-02902-1
Date: 10/1/2018
38705 Seven Mile Road
Livonia,MI 48152
United States
Phone:+1 877 493 6723
Ship To Bill To
Deb Sander City of Omaha
City of Omaha 1819 Farnam Street
1819 Farnam Street Omaha,NE 68183-1000
Omaha,NE 68183-1000 United States
United States
(402)444-7572
dksander@ci.omaha.ne.us
ACCOUNT EXECUTIVE PHONE EMAIL PAYMENT
TERMS
Robert Glatt (734)742-3595 rglatt@workforcesoftware.com Net 30
Dear Deb,
I'm writing to let you know that on October 24,2018 your Support Maintance with WorkForce Software expires.This renewal shall be
governed by the terms and conditions of the WorkForce Software License and Support Agreement by and between WorkForce Software,Inc
and the City of Omah,dated Semptember 26,2007.
Below is a summary of subscription fees for the upcoming term.
Term:10/25/2018-10/24/19
Like last year,there is a 3%increase for the next annual period.
Gold Support:$81,658
Clock Support:$13,760
IVR Support:$5,506
Environment/Setup/Miscellaneous Fees
DESCRIPTION DETAILS UNIT PRICE VOLUME REGULAR NET UNIT QTY EXTENDED
DISCOUNT UNIT PRICE PRICE
Gold Software Support 0.00 0.00 81,658.00 1 81,658.00
Environment/Setup/Miscellaneous Fees TOTAL: USD
81,658.00
Hardware
DESCRIPTION DETAILS UNIT PRICE VOLUME REGULAR NET UNIT QTY EXTENDED
DISCOUNT UNIT PRICE PRICE
Standard Hardware Support 0.00 0.00 5,506.00 1 5,506.00
Premium Hardware Support 0.00 0.00 13,760.00 1 13,760.00
Hardware TOTAL: USD
19,266.00
Page 1 of 2
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TOTAL: USD 100,924.00
Plus Overage Fees,if any.
Customer WorkForce Software,LLC
Signature: Signature:
Date: 1 o/ (1/ l fj Date:
Printed Name: A.A,, T1-1 ej . Printed Name:
Title: Y► 1 Title:
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Page 2 of 2
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NO. qiia
Item Submitted By: Sunny LaPuzza
Department: Law
Council Meeting Date: October 16, 2018
Res. that, as recommended by the Mayor, the invoice of WorkForce Software, Inc., in the total
amount of$100,924.00 to secure maintenance for the EmpCenter Time and Attendance System
for a period from October 25, 2018, to October 24, 2019, is hereby accepted and the purchasing
agent is authorized to issue a purchase order therefore. (The Finance Department is authorized
to pay the cost from Budget Year 2018, General Fund 11111, General Expense 119014.)
Presented to City Council
October 16, 2018
APPROVED 7-0
8lizabetlf Muller
City Clerk