Label
HCM Software
Department of Information Technology and Human Resources
Anne Bennett (x1493), Michael Niedzielski (x1500)
Revised
Title
Authorizing the Mayor to enter into agreements for the human capital management (HCM) software project; authorizing the disappropriation of $3,200,000 from the Capital Improvement Fund; authorizing the appropriation and expenditure of $2,643,000 from the Capital Improvement Fund for the HCM project; authorizing the expenditure of $210,000 from the General and Information and Communications Technology Funds for the HCM project; and declaring an emergency.
Body
SUMMARY & BACKGROUND:
The City’s IT, HR, and Finance departments, along with a consultant, spent over two years searching for an HCM software solution. A formal RFP was released, and 12 responses were submitted. Those 12 responses were scored, and the top four solutions went through extensive vetting, including multiple demos, reference checks, and specific use-case analyses.
The preferred vendor will provide the City with software that supports functionality related to Core HR, Time and Attendance, Payroll, Recruiting and Onboarding, Reporting and Analysis, Learning Management, Performance Management and Benefits.
This Ordinance authorizes a five-year subscription for the HCM software and entering into agreements for the implementation of said software.
Summary
NOW THEREFORE Be it ordained by the Council of the City of Toledo:
SECTION 1. That the Mayor is authorized to accept bids and enter into a five-year software-as-a-service subscription agreement for HCM software upon terms and conditions acceptable to the Director of Information Technology, the Director of Human Resources and the Director of Law.
SECTION 2. That the Mayor is authorized to accept bids and enter into an implementation agreement for HCM software upon terms and conditions acceptable to the Director of Information Technology, the Director of Human Resources and the Director of Law.
SECTION 3. That the Mayor is authorized to accept bids and enter into agreements or enter into amended agreements with existing providers for services and products necessary to implement and utilize the HCM software, upon terms and conditions acceptable to the Director of Information Technology, the Director of Human Resources and the Director of Law.
SECTION 4. That the disappropriation of $1,500,000 is authorized from the Capital Improvement Fund Account Code 5040-17500-8CP2110HRHRIS and the disappropriation of $1,700,000 is authorized from the Capital Improvement Fund Account Code 5040-17500-8CP2324TLMSFT.
SECTION 5. That the appropriation of $1,018,000 is authorized from the Capital Improvement Fund to Account Code 5040-17500-8CP2432HCMPRO and the expenditure of same is authorized for implementation costs for the HCM software.
SECTION 6. That the appropriation of $1,625,000 is authorized in the Capital Improvement Fund to Account Code 5040-17500-8CP2432HCMPRO and the expenditure of same is authorized for the HCM software subscription.
SECTION 7. That subject to appropriation annual subscription payments for the HCM software are authorized as follows:
Year 1: $100,000
Year 2: $400,000
Year 3: $375,000
Year 4: $375,000
Year 5: $375,000
SECTION 8. That subject to appropriation the expenditure of an amount not to exceed $210,000 is authorized from the General Fund and the Information and Communications Technology Fund for costs related to the HCM project including but not limited to organizational change management, travel and communications services.
SECTION 9. That the Finance Director is authorized to draw their warrant or warrants against the above-mentioned Account Codes in amounts not to exceed those authorized above in payments of the above-authorized obligations upon presentation of the proper voucher or vouchers.
SECTION 10. That this Ordinance is declared an emergency measure and shall take effect and be in force from and after its passage. The reason for the emergency lies in the fact that this Ordinance is necessary for the immediate preservation of the public peace, health, safety and property, and for the further reason that this Ordinance must be immediately effective in order to serve City of Toledo employees.
Vote on emergency clause: yeas _____, nays _____.
Passed: _________________, as an emergency measure: yeas _____, nays _____.
Attest: ________________________ __________________________________
Clerk of Council President of Council
Approved: _____________________ __________________________________
Mayor
I hereby certify that the above is a true and correct copy of an Ordinance passed by Council ________________________.
Attest: ________________________
Clerk of Council