Consultant: CherryRoad Technologies, Inc.
Task Order No.: 22.1
EXHIBIT D
TASK ORDER FORM
Cover Page
1. Approved Task Order No.: 22.1
2. Consultant’s Name: CherryRoad Technologies, Inc.
3. Project Name: HR Payroll and FLSA
4. Project Location: City Hall and Remote
5. The Consultant and the City will implement this Approved Task Order in accordance with the executed Agreement, this cover page and Attachments “A” (Tasks), “B” (Project Staffing), “and “C” (Initial Project Plan) which are incorporated herein by references.
6. Budget/Fiscal:
a. Previously Approved Compensation for Task Orders: $ 0 b. Maximum Task Order Compensation for this Approved Task Order: $ 407,000 c. Total Approved Compensation for Task Orders (1) (6.a + 6.b): $ 407,000
7. Department/Analyst
Approval:
Date: __________
8. Consultant Approval:
Date: __________
9. Department Director
Approval:
Date: __________
Dated:
Rajeev Batra
City Manager
1500 Warburton Avenue
Santa Clara, CA 95050
Telephone: (408) 615-2210
Fax: (408) 241-6771
Consultant: CherryRoad Technologies, Inc.
Task Order No.: 22.1
ATTACHMENT A: TASKS
The Consultant shall provide the services and deliverables set forth in this Attachment A. The Consultant shall provide all services and deliverables required by this Attachment A to the satisfaction of the City’s contract administrator.
Prior to any task beginning the City will interview with Consultant’s proposed staff for each task. Only City approved Consultant staff will be allowed to work on the City’s project. Once Consultant staff has been assigned to a task on the City’s project they may not be removed from the assignment unless in the event they are no longer employed with Consultant.
The City may request to replace a Consultant’s staff from the City’s project at any time. Consultant shall comply immediately with the request and provide a new person for the City to interview for replacement.
The Scope of Services, including the below scope of services herein and Consultant’s proposal response provide context, supplemental information, and are incorporated by reference to the extent not inconsistent with the Task Order 22.1.
General Description of Project for which Consultant will Provide Services:
To setup PeopleSoft HCM 9.2 with the following tasks:
Task No. 1: Review current payroll and benefit setup and provide recommendations to automate the ongoing FLSA calculations as well as retro FLSA pay
Consultant will complete the tasks below including Consultant attendance at meetings with City staff.
A. Services: Evaluate the City PeopleSoft HCM setup for FLSA pay. Setup FLSA pay function.
Test and confirm that FLSA adjustment pay is in accordance to the applicable laws and policies.
B. Deliverable: FLSA adjustments are calculated and paid in PeopleSoft.
C. Completion Time: with whichever one of the following time is marked:
On or before the following date: April 28, 2023 (with a start date of October 31, 2022) On or before ____ Business Days from
_____________________________________.
D. Overview/Scope:
1. Review pay calendars and setup FLSA period calendars for multiple schedules (40-hour, Fire per shift, Police, Alternate Work Schedule (AWS) Monday, AWS Wednesday, AWS Friday or other schedules as defined by City of Santa Clara).
Consultant: CherryRoad Technologies, Inc.
Task Order No.: 22.1
2. Review employee setup in PeopleSoft and setup FLSA required pay according to pay schedules
3. Define or allocate hours based on beginning FLSA start time and ending FLSA start time for AWS pay schedules
4. Review all earnings codes and time reporting codes to determine whether they should be included in the FLSA calculation
5. Recommend and implement a more efficient setup of earnings codes and time reporting codes including use of HR Base Benefits and Benefits Administration modules.
6. Setup FLSA flags on each earning code subject to FLSA
7. Review, configure and confirm accuracy of current FLSA regular rate of pay tables using PeopleSoft FLSA functions according to employee’s group and FLSA schedules, with minimal customizations
8. Calculate FLSA overtime hours and amount based on employee FLSA calendar/period.
9. Calculate FLSA adjustments due by deducting amount that has been paid to employees from FLSA overtime amount (e.g. compare amount paid under MOU overtime, premiums paid)
10. Recalculate FLSA adjustments if there are any retros or schedule changes
11. Pay FLSA adjustments
12. Develop reports for payroll review and audit purposes
13. Develop FLSA report for employee views
Task No. 2: Configure PeopleSoft to calculate retroactive pay due to merit increases, COLA’s, and out of class pay
Consultant will complete the subtasks outlined below.
A. Services: Evaluate the City PeopleSoft HCM setup for retroactive pay. Setup retroactive pay function. Test and confirm that these functions pay retroactive pay correctly according to City.
B. Deliverable: Retroactive pay is calculated and paid by PeopleSoft.
A. Completion Time: The Consultant must complete the services and deliverables for this task in accordance with whichever one of the following time is marked:
On or before the following date: April 28, 2023 (with a start date of October 31, 2022) On or before ____ Business Days from
_____________________________________.
C. Overview/Scope
1. Review and implement retroactive pay for all earnings codes and deduction codes.
2. Determine and implement triggers for retroactive pay calculations (job data entry, additional pay data entry, deduction changes).
3. Develop and implement retroactive pay calculation processes.
4. Determine and implement pay/deductions based on correct earnings dates and pay period(s).
5. Develop reports for payroll review and audit purposes.
6. Recalculate FLSA regular rate of pay based on retroactive pay and implement adjustments in pay.
Consultant: CherryRoad Technologies, Inc.
Task Order No.: 22.1
Task No. 3: Configure PeopleSoft to establish a deduction cap on CalPERS wages
Consultant will complete the subtasks outlined below.
A. Services: Develop process for payroll system to automatically halt collection of employee and employer retirement contributions for CalPERS at a defined annual limit.
B. Deliverable: CalPERS contributions are capped at the defined annual limit automatically.
C. Completion Time: The Consultant must complete the services and deliverables for this task in accordance with whichever one of the following time is marked:
On or before the following date: December 23, 2022 (with a start date of October 31, 2022) On or before ____ Business Days from
_____________________________________.
D. Overview/Scope
There are four limits between miscellaneous and public safety employees with regards to setting an annual salary cap. These need to be updated annually and defined by CalPERS.
Employee contributions need to stop when these income caps have been met in a given pay period.
Task No. 4: Review the current time entry approval setup and configure approval workflow in the time entry module.
A. Services: Assess the current setup in PeopleSoft and determine if it can be reconfigured to have employees’ timecards automatically be in the Supervisor’s approval queue.
B. Deliverable: Establish approval workflow for the time entry module.
C. Completion Time: The Consultant must complete the services and deliverables for this task in accordance with whichever one of the following time is marked:
On or before the following date: March 10, 2023 (with a start date of November 28, 2022) On or before ____ Business Days from
_____________________________________.
D. Overview/Scope
Currently, the time entry approval is by time reporter group rather than the supervisor field.
Supervisors are required to search by time reporter group to pull up the employee’s time entry and approves it. As such, supervisors are required to pull up multiple time reporter groups if they have employees across different time reporter group. The City would like to establish an approval workflow for time entries based on a supervisory field.
Consultant: CherryRoad Technologies, Inc.
Task Order No.: 22.1
Task No. 5: Review the current payroll process for check issuance and provide recommendations to configure void transactions and check reissuances.
A. Services: Assess the current setup in PeopleSoft and determine if it can be reconfigured to process voided checks and reissuances within Payroll.
B. Deliverable: Reconfigure the payroll module to process voids and check reissuance without compromising the tax table and setup.
C. Completion Time: The Consultant must complete the services and deliverables for this task in accordance with whichever one of the following time is marked:
On or before the following date: April 28, 2023 (with a start date of October 31, 2022) On or before ____ Business Days from
_____________________________________.
D. Overview/Scope
All payroll check reissuances are processed outside of the payroll process and issued through the Accounts Payable module. This creates an ongoing outstanding check list for payroll checks in PeopleSoft resulting in additional staff time to track it. The City would like to explore options within the Payroll module to process voids and reissuances.
Task No 6: Review the benefits setup and configure Benefit Administration & eBenefits modules.
A. Services: Assess the current PeopleSoft Base Benefit setup and configure Benefit Administrator & eBenefit modules.
B. Deliverable: Automate Benefit Enrollment & Event maintenance using Benefit Administrator & eBenefit.
C. Completion Time: The Consultant must complete the services and deliverables for this task in accordance with whichever one of the following time is marked:
On or before the following date: April 28, 2023 (with a start date of October 31, 2022) On or before ____ Business Days from
_____________________________________.
D. Overview/Scope
1. Currently the City PeopleSoft System is configured with Base Benefit module. The HR Team has to Enroll/ Terminate employee Benefits manually for Health Benefit(1X), Life and Accidental Death (2x), Savings Plan (4x), Leave Plan (5x), Flexible Spending Account (6x), and Retirement Plan (7x). The City would like to automate Benefit Enrollment using the Benefit Administration & eBenefit modules in PeopleSoft.
2. Review the current Base Benefit module configuration Consultant: CherryRoad Technologies, Inc.
Task Order No.: 22.1
• Rate Tables
• Calculation Rules
• Coverage Codes
• Deduction Code
• Benefit Plan Type
• Benefit Plan
• Benefit Program
• Ben Program Partic
3. Configure Benefit Administration module
• Define Eligibility rules & Criteria Fields.
• Define Event rules & Trigger Events.
• Setups for Open Enrollment & Event Maintenance
• Scheduling Open Enrollment
• Build Automated Benefit Programs
4. Develop and implement eBenefits module
• Configure so employees can select benefits through Employee Self Service through open enrollment or qualifying life events.
• Configure benefit changes for qualifying life events
Consultant: CherryRoad Technologies
Task Order No.: 22.1
ATTACHMENT B: STAFFING
1. City’s Contract Manager: The City’s contract manager for this Approved Task Order is:
Name: Kenn Lee Phone No.: 408-615-2344
Department: Finance Department E-mail: [email protected] Address: 1500 Warburton Ave, Santa Clara, CA 95050
2. Consultant’s Contract Manager and Other Staffing: Identified below are the following: (a) the Consultant’s contract manager for this Approved Task Order, and (b) the Consultant(s) and/or employee(s) of the Consultant who will be principally responsible for providing the services and deliverables. If an individual identified below does not have a current Form 700 on file with the City Clerk for a separate agreement with the City, and is required to file a Form 700, the Consultant must submit the required Form 700 in accordance with California Political Reform Act (Government Code Section 81000 et seq.).
Required to File Form 700?
Consultant’s Contract Manager Yes
Already
Filed (Date
Filed)
Yes
Need to
File
No
Name: Phone No.:
Address: E-mail:
Other Staffing
Name: Assignment:
1. 2.
Subconsultants: Whichever of the following is marked applies to this Approved Task Order:
The Consultant cannot use any subconsultants.
The Consultant can use the following subconsultants to assist in providing the required services and deliverables:
Consultant: CherryRoad Technologies
Task Order No.: 22.1
ATTACHMENT C: COMPENSATION TABLE
The City will compensate the Consultant for providing the services and deliverables set forth in Attachment A, and D in accordance with this Compensation Table and Attachment C.
Part 1 – Compensation for Services and Deliverables
Column 1 Column 2 Column 3 Column 4
Task Nos.
from
Attachment A
Basis of Compensation Invoice Period Compensation
1 Time & Materials Fixed Fee Monthly Completion of Task(s) Completion of Work $46,250 2 Time & Materials Fixed Fee Monthly Completion of Task(s) Completion of Work $62,500 3 Time & Materials Fixed Fee Monthly Completion of Task(s) Completion of Work $42,500 4 Time & Materials Fixed Fee Monthly Completion of Task(s) Completion of Work $85,000 5 Time & Materials Fixed Fee Monthly Completion of Task(s) Completion of Work $18,750 6 Time & Materials Fixed Fee Monthly Completion of Task(s) Completion of Work $152,000 Part 2 – Reimbursable Expenses
No expenses are separately reimbursable. The amount(s) in Column 4 of Part 1 include(s) payment for all expenses.
Expenses are separately reimbursable in the maximum amount of: $0 Consultant: CherryRoad Technologies
Task Order No.: 22.1
Part 3 – Subconsultant Costs
Subconsultant costs are not separately compensable. The amount(s) in Column 4 of Part 1 include(s) subconsultant costs.
Subconsultant costs are separately compensable in the maximum amount of: $0
Maximum Task Order Compensation (sum of Parts 1 through 6): $407,000
1. MAXIMUM COMPENSATION
1.1. The maximum amount payable for all services provided under this Agreement shall not exceed Four Hundred Seven Thousand Dollars ($407,000), for this executed Task Order 22.1. No additional services will be performed unless both Parties execute an amendment outlining the services requested and the compensation agreed for such services.
1.2. All payments are based upon City’s acceptance of Consultant’s performance of services specified in Attachments A and D, which are attached herein. City shall have no obligation to pay unless Consultant has successfully completed the work for which payment is due.
1.3. The compensation amount for each task is specified in the table above.
2. HOURLY RATE
2.1. The hourly rate for services is $125/Hour.
2.2. The number of hours to complete all tasks is 3,256.
3. INVOICING
3.1. Consultant will invoice the City on a monthly basis for services performed for by Consultant during the preceding month and shall provide the invoice in a format approved by the City, including but not limited to supporting documentation, and is subject to verification and approval by the City.
3.2. City will pay Consultant within thirty (30) days of City’s receipt or an approved invoice.
3.3. Invoices will include, at a minimum, the following:
3.3.1. Date work was provided;
Consultant: CherryRoad Technologies
Task Order No.: 22.1
3.3.2. Describe the Task services were provided for;
3.3.3. Description of work performed;
3.3.4. Deliverables completed;
3.3.5. The percentage complete of the Task;
3.3.6. Time and materials;
3.3.7. Hours for the work performed by Consultant staff;
3.3.8. Hourly price/Unit Price;
3.3.9. Extended Price; and
3.3.10. Total amount of invoice
Consultant: CherryRoad Technologies
Task Order No.: 22.1
ATTACHMENT D: INITIAL PROJECT PLAN
Description Duration Start Finish
Task 1 - Review current payroll and benefit setup and
provide recommendations to automate the ongoing
FLSA calculations as well as retro FLSA Pay
130 days October 31, 2022 April 28, 2023
Review Payroll Setup for FLSA 10 days October 31, 2022 November 11, 2022 Review Benefits for FLSA 10 days October 31, 2022 November 11, 2022 Configure new calendars, groups, codes, etc. as required 40 days November 14, 2022 January 6, 2023 Unit Test Configuration 10 days January 9, 2023 January 20, 2023 Systems Test 15 days January 23, 2023 February 10, 2023 User Acceptance Test 15 days February 13, 2023 March 3, 2023 Training 10 days March 6, 2023 March 17, 2023
Deployment 10 days March 20, 2023 March 31, 2023
Support 20 days April 3, 2023 April 28, 2023
Task 2 - Configure PeopleSoft to calculate retroactive
pay due to merit increases, COLA's, and out of class
pay
130 days October 31, 2022 April 28, 2023
Gather requirements for Retroactive pay 10 days October 31, 2022 November 11, 2022 Configure Retroactive pay process including FLSA 40 days November 14, 2022 January 6, 2023 Develop reports for payroll review 40 days November 14, 2022 January 6, 2023 Unit Test Retroactive pay process 10 days January 9, 2023 January 20, 2023 System Test 15 days January 23, 2023 February 10, 2023
User Acceptance Test 15 days February 13, 2023 March 3, 2023 Training 10 days March 6, 2023 March 17, 2023
Deployment 10 days March 20, 2023 March 31, 2023
Support 20 days April 3, 2023 April 28, 2023
Task 3 - Configure PeopleSoft to establish a deduction
cap on CalPERS wages 40 days October 31, 2022 December 23, 2022 Consultant: CherryRoad Technologies
Task Order No.: 22.1
Description Duration Start Finish
Gather requirements for CalPers deduction cap 10 days October 31, 2022 November 11, 2022 Configure/Develop Process 40 days October 31, 2022 December 23, 2022 Unit Test Process 10 days October 31, 2022 November 11, 2022 System Test 15 days October 31, 2022 November 18, 2022
User Acceptance Test 15 days October 31, 2022 November 18, 2022 Training 10 days October 31, 2022 November 11, 2022
Deployment 10 days October 31, 2022 November 11, 2022
Support 20 days October 31, 2022 November 25, 2022
Task 4 - Review the current time entry approval setup
and configure approval workflow in the time entry
module
75 days November 28, 2022 March 10, 2023
Review Current Time and Labor Configuration 5 days November 28, 2022 December 2, 2022 Fit/Gap requirements against delivered workflows 5 days December 5, 2022 December 9, 2022 Reconfigure T&L 15 days December 12, 2022 December 30, 2022 Configure/Develop new Workflows 10 days December 12, 2022 December 23, 2022 Unit Test Workflows in T&L 5 days January 2, 2023 January 6, 2023 System Test 10 days January 9, 2023 January 20, 2023
User Acceptance Test 10 days January 23, 2023 February 3, 2023 Training 5 days February 6, 2023 February 10, 2023
Deployment 5 days February 13, 2023 February 17, 2023
Support 15 days February 20, 2023 March 10, 2023
Task 5 - Review the current payroll process for check
issuance and provide recommendations to configure
void transactions and check reissuances
130 days October 31, 2022 April 28, 2023
Gather requirements 10 days October 31, 2022 November 11, 2022 Configure/Develop Process 40 days November 14, 2022 January 6, 2023 Unit Test Process 10 days January 9, 2023 January 20, 2023 System Test 15 days January 23, 2023 February 10, 2023
User Acceptance Test 15 days February 13, 2023 March 3, 2023 Consultant: CherryRoad Technologies
Task Order No.: 22.1
Description Duration Start Finish
Training 10 days March 6, 2023 March 17, 2023
Deployment 10 days March 20, 2023 March 31, 2023
Support 20 days April 3, 2023 April 28, 2023
Task 6 - Review the benefits setup and configure
Benefits Administration and eBenefits modules 130 days October 31, 2022 April 28, 2023 Review current Base Benefits Setup 10 days October 31, 2022 November 11, 2022 Gather requirements for Benefits Administration Module 10 days October 31, 2022 November 11, 2022 Gather requirements for eBenefits Module 10 days October 31, 2022 November 11, 2022 Configure Benefits Administration Module 40 days November 14, 2022 January 6, 2023 Configure eBenefits Module 40 days November 14, 2022 January 6, 2023 Unit Test Benefits Administration 10 days January 9, 2023 January 20, 2023 Unit Test eBenefits 10 days January 9, 2023 January 20, 2023 System Test Ben Admin and eBenefits 15 days January 23, 2023 February 10, 2023 User Acceptance Test Ben Admin and eBenefits 15 days February 13, 2023 March 3, 2023 Train Benefits Administration Users 10 days March 6, 2023 March 17, 2023 Train employees for self service 10 days March 6, 2023 March 17, 2023 Deployment 10 days March 20, 2023 March 31, 2023
Support 20 days April 3, 2023 April 28, 2023