Redmond to seek consent approval for $93,100 D365 payables integration with KeyBank

TIS Director Mike Marchand asked the committee to place a Statement of Work with HSO Enterprise Solutions on the April 15 council consent agenda. The contract is "in the amount of $93,100," Marchand said, to implement a consolidated payables solution in D365 that will allow KeyBank to pay the city’s vendors.

Marchand explained the work is part of the approved D365 phase 2 project. Wanda, the project manager on TIS, told the committee that D365 is the city’s primary financial platform and HSO will create a one‑time export file that KeyBank requires. Wanda said once KeyBank receives the file it will take care of payments and that “the solution itself, once they have the file, it actually pays for itself.”

Finance staff described current practice as city staff printing, folding and mailing checks. Marchand and finance staff said the KeyBank consolidated payables arrangement handles checks, ACH, wires and card payments and returns a file so the city can reconcile payments within D365. Wanda and Marchand said there will likely be ongoing maintenance when D365 upgrades or data formats change; staff said support would be provided through the city’s existing HSO support contract.

The committee discussed operational costs: Wanda said operational charges for the KeyBank program are expected to be about $12,000 per year and that the program’s vendor rebate tied to card payments would offset most of that amount. Councilmember Fields asked staff to track and later report projected hours saved and the timeline to recover the initial $93,100 implementation cost; staff agreed to provide performance measures after implementation.

No formal vote was recorded in committee; the committee voiced no objection to placing the HSO statement of work on the April 15 consent agenda.