Title
Resolution to Approve a Purchase Order to Ultimate Software Group, Inc. for the Annual UltiPro System Software Maintenance and License Agreement for our Retiree Population ($33,000.00)
Memorandum
Attached for your review and action is a resolution to approve a purchase order for renewal of the annual licensing and maintenance agreement with Ultimate Software Group, Inc. for the City’s standard software used for, in this case, administration of Retiree Medical Insurance and ACA Reporting.
Budget/Fiscal Impact: This expenditure is budgeted and approved in the FY2018 Risk Fund budget.
Council approved the resolution for the implementation and first year subscription of this project in June of 2016. The original resolution number R-16-229.
The accompanying resolution authorizes the creation of a purchase order to process a payment to Ultimate Software Group, Inc. in the amount of $33,000.00 for the licensed use of HR software for fiscal year 2018.
Staff
Prepared by: Jessica Hull, Benefits Supervisor, Human Resources
Reviewed by: Mary Fales, Senior Assistant City Attorney
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, The City has seen significant benefit from having Retiree data in one software program to ensure accuracy per IRS requirements;
Whereas, The Affordable Care Act reporting has required the City to produce data in a specific format;
Whereas, The additional services will require amendment of the terms of Hosting Agreement with Ultimate Software Group and appropriation of funds to the FY2018 budget for the one time expenditure for the required annual subscription fee for the needed 916 HR Only licenses effective July 1, 2017;
Whereas, Ultimate Software has agreed to guaranteed pricing for these additional subscription services for the remainder of the term of the Hosting Agreement for the system;
Whereas, Subscription Fees for these services for subsequent years, beginning with FY2019 through the remainder of the term of the Hosting Agreement with Ultimate Software, will be budgeted in the respective annual Risk Fund expenditure budget; and
Whereas, Ultimate complies with the requirements of the City Non-discrimination and Living Wage ordinance;
RESOLVED, That City Council approve a purchase order with Ultimate Software Group, Inc. in the amount $33,000.00 to maintain the Ultimate Software Group, Inc. license and maintenance agreement; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this resolution.