HomeMy WebLinkAboutItem 17 - Integrated HR and Payroll SystemMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: DECEMBER 18, 2018
SUBJECT: APPROVAL OF A RESOLUTION FOR AN ANNUAL CONTRACT FOR AN
INTEGRATED HUMAN RESOURCES AND PAYROLL SYSTEM WITH
PAYCOM
RECOMMENDATION: City Council to consider a resolution authorizing an annual contract for an
integrated human resources and payroll system for the Fiscal Services
and Human Resources Departments with Paycom.
FUNDING SOURCE: Funding is available as appropriated throughout various City funds in an
estimated amount of $190,000.
BACKGROUND: The purpose of this contract is to streamline processes and improve
efficiencies between the Fiscal Services Department and Human
Resources Department. Each department uses different software systems
to track employee data, which results in duplication of effort, decreased
efficiency and an increased risk for data entry errors across multiple
systems. Paycom provides an integrated system for both Fiscal Services
and Human Resources that would follow best business practices and
improve reporting and data integrity for both departments. This change will
allow for the city to transition from six disparate systems to a single
platform, and the funds from this migration will generate funding to help
pay for the implementation and service fees to Paycom.
The purchase will be made in accordance with an interlocal agreement
with Dallas Metrocare Services as allowed by the Texas Local
Government Code, Section 217 and Texas Government Code, Section
791.
Staff recommends approval of an annual contact for an integrated human
resources and payroll system for the Fiscal Services and Human
Resources Departments.
RH/GJ
RESOLUTION NO. 2018-096
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS, AUTHORIZING THE CITY MANAGER
OR THE CITY MANAGER'S DESIGNEE TO PURCHASE AN
INTEGRATED HUMAN RESOURCES AND PAYROLL
SYSTEM THROUGH AN ESTABLISHED INTERLOCAL
PARTICIPATION AGREEMENT AND PROVIDING AN
EFFECTIVE DATE
WHEREAS, the City of Grapevine, Texas is a local government in the State of
Texas and as such is empowered by the Texas Local Government Code, Chapter 271
and Texas Government Code, Chapter 791 to enter into a cooperative purchasing
program agreement with other qualified agencies in the State of Texas; and
WHEREAS, the Dallas Metrocare Services is a qualified entity as authorized by
Texas Local Government Code, Chapter 271 and Texas Government Code, Chapter 791;
and
WHEREAS, the City of Grapevine, Texas, has established an interlocal agreement
with Dallas Metrocare Services and wishes to utilize established contracts meeting all
State of Texas bidding requirements; and
WHEREAS, the Dallas Metrocare Services has established contract No. OJH23 with
Paycom Software Inc.; and
WHEREAS, the City of Grapevine, Texas has a need to purchase an integrated
human resources and payroll system; and
WHEREAS, all constitutional and statutory prerequisites for the approval of this
resolution have been met, including but not limited to the Open Meetings Act; and
WHEREAS, the City Council deems the adoption of this resolution to be in the best
interests of the health, safety, and welfare of the public.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS:
Section 1. That all matters stated hereinabove are found to be true and correct
and are incorporated herein as if copied in their entirety.
Section 2. That the City Council of the City of Grapevine authorizes a contract
with Paycom Software, Inc. for an integrated human resources and payroll system through
an interlocal cooperative agreement with the Dallas Metrocare services in an estimated
amount of$190,000.
Section 3. That the City Manager or his designee is authorized to take all steps
necessary to consummate the purchase of an integrated human resources and payroll
system for the Fiscal Services and Human Resources Departments.
Section 4. That this resolution shall take effect from and after the date of its
passage.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS on this the 18th day of December, 2018.
APPROVED:
William D. Tate
Mayor
ATTEST:
Tara Brooks
City Secretary
APPROVED AS TO FORM:
City Attorney
Resolution No. 2018-096 2