STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: February 26, 2025
COUNCIL DISTRICT(S): All
DEPARTMENT: Department of Information and Technology Services
EXECUTIVE: Donzell Gipson
______________________________________________________________________
SUBJECT
Title
Authorize (1) Supplemental Agreement No. 15 to increase the service contract, with two one-year renewal options with Workday, Inc. for continued licensing, configuration, hosting, maintenance, and technical support for the City’s existing human resource and payroll system for the Department of Information and Technology Services; and (2) to extend the contract from March 3, 2025 to March 2, 2026 - Not to exceed $4,353,943.00, from $24,922,512.26 to $29,276,455.26 - Financing: Data Services Fund (subject to annual appropriations)
Body
BACKGROUND
This Supplemental Agreement will provide for continued licensing, configuration, hosting, maintenance, and technical support for the City’s existing human resource and payroll system. An estimated 14,000 salaried and hourly employees use Workday to manage their city relationship, including but not limited to demographic information, time, benefits, performance, career, and pay management. Workday, Inc., is administered by the Department of Human Resources and the Department of Information and Technology Services subject matter experts who use the Human Capital Management program to provide services to meet the needs of current employees and retirees.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On February 28, 2018, the City Council authorized a six-year subscription contract for the licensing, configuration, hosting, maintenance, and technical support for the replacement of a citywide Human Capital Management application with Workday, Inc. by Resolution No. 18-0372.
On January 22, 2020, the City Council authorized Supplemental Agreement No. 6 to the subscription contract with Workday, Inc., to amend the scope of services and decrease the contract amount by Resolution No. 20-0216.
On December 13, 2023, the City Council authorized Supplemental Agreement No. 13 to the subscription contract with Workday, Inc., to authorize a one-year extension from March 3, 2024 to March 2, 2025, by Resolution No. 23-1682.
FISCAL INFORMATION
|
Fund |
FY 2025 |
FY 2026 |
Future Years |
|
Data Services Fund |
$4,353,943.00 |
NA |
NA |
|
Original Contract Amount |
$20,296,345.00 |
|
SA No. 1 |
$0.00 |
|
SA No. 2 |
$0.00 |
|
SA No. 3 |
$0.00 |
|
SA No. 4 |
$0.00 |
|
SA No. 5 |
$0.00 |
|
SA No. 6 |
($366,454.79) |
|
SA No. 7 |
$0.00 |
|
SA No. 8 |
$0.00 |
|
SA No. 9 |
$0.00 |
|
SA No. 10 |
$0.00 |
|
SA No. 11 |
$40,598.00 |
|
SA No. 12 |
$0.00 |
|
SA No. 13 |
$4,952,024.05 |
|
SA No. 14 |
$0.00 |
|
SA No. 15 (this action) |
$4,353,943.00 |
|
Total |
$29,276,455.26 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Policy adopted on September 23, 2020, by Resolution No. 20-1430, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Procurement Category |
M/WBE Goal |
|
$4,353,943.00 |
Other Services |
N/A |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
N/A |
N/A |
N/A |
|
• The Business Inclusion and Development Plan does not apply to Sole Source Agreements. |
|
• Workday, Inc. - Non-local; Workforce - 0.00% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Sole Source |
• Utilized for procurements where functional requirements can only be satisfied by one vendor, such as those where patents, copyrights or monopolies exists |
|
|
• Exempted from competitive bidding process |
|
|
• Reviewed by Procurement Services to ensure the procurement meets at least one general exception as stated in the Texas Local Government Code |
OWNER/EXECUTIVE
Workday, Inc.
6110 Stoneridge Mall Road
Pleasanton, CA 94588
Carl Eschenbach, Chief Executive Officer