Staff recommends Council adopt a resolution to approve a contract purchase agreement with Workforce Software, LLC (Workforce) for the installation and implementation of the Workforce Suite, which includes: Timekeeping, Scheduling, Leave Management and Absence Management modules, and authorize the City Manager to execute it.

The City of Roseville has been using Workforce timekeeping software for citywide timekeeping and leave management for the past 12 years. The version of Workforce used by the City will no longer be supported after November 2020. City staff explored options for upgrading to the new Cloud version of the Workforce Suite, however, staff realized it was not feasible to simply upgrade from the old version to the new version due to the significant change in platform and functionality. The City also had to find a solution that would seamlessly integrate with the City's new Oracle Enterprise Resource Planning (ERP) Cloud applications.

The City published a Request for Proposals (RFP) in December 2019 for the selection of a Timekeeping, Scheduling, Leave Management and Absence Management system. The City received six responses, and three vendors were selected, based on their proposals, to conduct software demonstrations (Infolob, Workforce and IntelliTime solutions). The City's evaluation team included staff from the  Human Resources, Finance, and Parks, Recreation and Libraries departments. Staff attended the software demonstrations to evaluate the application capabilities and selected Workforce Software as the highest scoring solution across multiple categories and the only application that could address the City’s complex time calculation rules based on the City's bargaining agreements and various employee work schedules. 

The total not-to-exceed cost for this contract is $1,084,456. This amount includes $499,456 for implementation consulting services and $585,000 for five years of software license fees. The implementation cost and initial year license cost is included in the Enterprise Resource Planning (ERP) System Project budget, and the license fees for subsequent years will be included in future year proposed budgets in the Information Technology Operations internal service fund. No additional funding is being requested.

The California Environmental Quality Act (CEQA) does not apply to activities that will not result in a direct or reasonably foreseeable indirect physical change in the environment, or is otherwise not considered a project as defined by CEQA Statute §21065 and CEQA State Guidelines §15060(c)(3) and §15378.  A contract purchase agreement for Time and Attendance software and support meets the above criteria and is not subject to CEQA.  No additional environmental review is required.

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Dominick Casey, City Manager